FAQ

The Shared Service Center will complete the entry into the PeopleSoft Travel & Expense module.

1. Traveler should complete the Travel Summary Form.
2. Include appropriate receipts
3. Submit information & form to Deans Office Support Specialist who will work with SSC.

CEM Contact: Deans Office Support Specialist

The Shared Service Center will complete the entry into the PeopleSoft Travel & Expense module. Create an email with the below information as send to the Deans Office Support Specialist:

1. Appropriate receipts
2. Employee Name & EMPL ID
3. Funding String for each item

CEM Contact: Deans Office Support Specialist

Contact the Faculty Support Specialist to run a PeopleSoft 'Fund Overview Report' or Information Builder 'Budget to Actual by Department Summary'

CEM Contact: Faculty Support Specialist

Contact the Faculty Support Specialist to review the funds and provide the appropriate information.

CEM Contact: Faculty Support Specialist

Undergraduate Students

The Administrative Support Specialist is the liaison with CEM Academic Advisors in assisting students in regards to advising appointments, registration issues

The Undergraduate Programs Coordinator will:

• Assign Undergraduate CEM academic advisor and submit Registrar’s Office
• Graduation Audits - Generate accurate and timely Graduation audits

When a new transfer student is admitted they are assigned both a faculty mentor and academic advisor by the CTA

Graduate Students

Graduate Prog Director assigns advisors for students in respective department

CEM Contacts:

• Administrative Support Specialist
• Undergraduate Programs Coordinator
• CEM Academic Advisors

CEM Academic Advisors can provide permission numbers for courses as long as student meets pre-requisites or is requested by course instructor to do so.

CEM Contact: CEM Academic Advisors

Whenever feasible, exams and assignments should be graded electronically. For Online courses the Online Support Specialist can print the exams/assignments -- they should coordinate with the Faculty Support Specialist

CEM Contact: Faculty Support Specialist

The Graduate Programs Coordinator manages GTA/GRA appointments and associated paperwork in conjunction with the Directors, Chairs and Deans office.

CEM Contact: Graduate Programs Coordinator / Deans Office Support Specialist

Contact the appropriate Graduate Programs Coordinator / Undergraduate Programs Coordinator

CEM Contact: Graduate Programs Coordinator / Undergraduate Programs Coordinator

Status sheets are no longer being updated. Instead, student progress can be tracked in Campus Connection through the Academic Requirements Report.

CEM Contact: Graduate Programs Coordinator / Undergraduate Programs Coordinator

Graduate Program Coordinator will submit the form on the Registrar's page to update graduate course information.

Undergraduate Program Coordinator will submit the form on the Registrar's page to update undergraduate course information.

Please provide the following information:

1. Catalog Number & Class Title
2. Session Length & Meeting times/days/location
3. Year & Semester Offered
4. Credit Hours
5. Mode of Delivery
6. Class Capacity
7. Faculty Name & ID number

CEM Contact: Graduate Programs Coordinator / Undergraduate Programs Coordinator

Provide details to the Faculty Support Specialist

CEM Contact: Faculty Support Specialist

Provide the following information to the Outreach Recruiting and Retention Specialist :

1. Student name
2. Student ID number
3. Award amount

CEM Contact: Outreach Recruiting and Retention Specialist 

Provide list of students and information needed to Faculty Support Specialist

CEM Contact: Faculty Support Specialist

• Provide the information to appropriate Programs Coordinator (UG or GR)
• Specify which group of students should receive the information
• Programs Coordinator will communicate information either as:
  • A separate email
  • Incorporated into the next scheduled newsletter

CEM Contact: Graduate Programs Coordinator / Undergraduate Programs Coordinator

Provide details to the Undergraduate Programs Coordinator

CEM Contact: Undergraduate Programs Coordinator

Contact the appropriate Graduate Programs Coordinator / Undergraduate Programs Coordinator who will work with the bookstore (specific person)

CEM Contact: Graduate Programs Coordinator / Undergraduate Programs Coordinator

Provide details to the Administrative Support Specialist

CEM Contact: Administrative Support Specialist

Follow the In-Out processing form

Deans Office Support Specialist will coordinate.

CEM Contact: Deans Office Support Specialist

Follow the In-Out processing form (https://campus.und.edu/human-resources/_files/docs/payroll/in-out-processing-checklist-2-2020.xls)

Deans Office Support Specialist will coordinate

CEM Contact: Deans Office Support Specialist

The Shared Service Center (SSC) will create the Job Data Change Form that will get routed for signature and sent to Human Resources. Provide the following employee information to Deans Office Support Specialist to coordinate processing with the SSC.

1. EMPL ID#
2. Employee Name
3. Position Number
4. Dept ID
5. Job Code
6. Effective Date of Change
7. Change Necessary

CEM Contact: Deans Office Support Specialist

The Shared Service Center will create the Position Funding Form that will get routed for signature and sent to Human Resources. Provide the following employee information to the Deans Office Support Specialist for processing with the SSC.

1. Effective Date for funding change
2. Position Number
3. Department Number
4. Employee name if the position is single occupant
5. Employee ID if the position is single occupant
6. Funding information including Fund, Department, Project (If applicable), Account and the Percent for the funding string

CEM Contact: Deans Office Support Specialist

Prior to the start of the additional duties, department chairs should work with the Deans Office Support Specialist to create a Letter of Understanding (LOU) that defines the scope of work and the compensation for the work. 

Policies and Procedures

CEM Contact: Deans Office Support Specialist

The Shared Service Center will create the Additional / Reduce Pay Request form that will get routed for signature and sent to Human Resources. Provide the following employee information to the Deans Office Support Specialist for processing with the SSC.

1. EMPLI ID#
2. Employee Name
3. Position Number
4. Dept #
5. Job Code
6. Earning Dates
7. Amt/Pay Period
8. Total Payment
9. Reason for the additional pay (attach LOU)

CEM Contact: Deans Office Support Specialist

Contact the Deans Office Support Specialist to enter position information in Applitrack. That information includes following items:

1. Approved Position Description
2. Budget Information
3. Position Number
4. Supervisor Name, Position Number & Phone Number
5. Length of appointment
6. Minimum Salary from Position Description

CEM Contact: Deans Office Support Specialist

Contact the Deans Office Support Specialist to start the onboarding process with the Shared Service Center (SSC).

1. Hiring Manager complete the Engineering new hire form and provide to the Deans Office Support Specialist

1. Name
2. Email Address
3. Employee ID (if exists)
4. If the candidate is currently employed with UND
5. If a student, are they work study?
6. Salary / Hourly Wage offered
7. Funding Source
8. Position Number

2. Deans Office Support Specialist will review and provide to the SSC for completion.

3. SSC will complete the background check & start if the I9 process if necessary.

4. Once the background check & I9 process are complete, the SSC will enter the information into HRMS.

CEM Contact: Deans Office Support Specialist

Contact the Deans Office Support Specialist to start the coordinate the process with the Shared Service Center (SSC).

1. The Chair will complete a Request to Appoint form.
2. Once signed off by the Chair and Dean it can be sent with the candidate’s CV and draft Letter of Understanding (LOU) to Academic Affairs Officer for review/approval
3. Once approved, Deans Office Support Specialist sends the signed Request to appoint form, candidates Curriculum Vitae and LOU to SSC to process in HRMS.

CEM Contact: Deans Office Support Specialist

Please see the details on the timeline and required materials on the Provost's Office website.

The Dean's Office Support Specialist will coordinate the process for the college-level review.

CEM Contact: Deans Office Support Specialist

Send the information to the Faculty Support Specialist to prepare the job announcement.

CEM Contact: Faculty Support Specialist

Following the UND staff handbook, employees with supervisory responsibilities must approve the time worked each pay period and attest the time record is accurate. Therefore only an employee's supervisor should be approving the time for any hourly employee. The Faculty Support Specialist will be the main contact for questions regarding Tlab.

CEM Contact: Faculty Support Specialist

Jaggaer allows for all UND faculty member, staff, or student employees to complete the shopping portion of the order. Preferably, the purchase is made by the person using the item.

Questions can be addressed to the Faculty Support Specialist.

CEM Contact: Faculty Support Specialist

Jaggaer is an e-procurement procure to payment solution that allows a shopper to navigate through online supplier catalog order containing UND contracted pricing.

1. Within Jaggaer, utilize the shopping search bar to find the needed item. If you can't find it, click into the Catalog under Featured Suppliers.
2. Obtain the items needed and return them to the Jaggaer Cart.
3. Click Proceed to Checkout. Enter the Business Purpose, Shipping Address and the Funding Information.
4. Assign the cart to Stephanie Kuske in the Shared Service Center

Questions can be addressed to the Faculty Support Specialist.

CEM Contact: Faculty Support Specialist

Jaggaer is an e-procurement procure to payment solution that allows a shopper to continue to work with current suppliers that do not have a catalog through the non-catalog purchase form.

1. Click on Non-Catalog Purchase Form under Forms and Links on the home page within Jaggaer.
2. Choose the supplier. If the supplier is not listed, choose 'Request New Supplier'
3. Attach your supplier quote and any backup information.
4. Complete the general questions page
5. If the purchase is an Alternate Procurement Request, complete the APR page.
6. If the purchase is IT related, complete the IT information.
7. Enter the Items being purchased.
8. Add the Item to cart.
9. Click Proceed to Checkout. Enter the Business Purpose, Shipping Address and the Funding Information.
10. Assign the cart to Stephanie Kuske in the Shared Service Center

Questions can be addressed to the Faculty Support Specialist.

CEM Contact: Faculty Support Specialist

If you know in advance that you will be using a new supplier, use the ‘Request New Supplier’ link on the Jaggaer home page. This link will send the form to Procurement & Payment Services, who will onboard the supplier. An order can be placed as soon as the new supplier completes their steps and it is approved in the system.

If you do not know that you will need to use a new supplier in advance, click the ‘Request New Supplier’ link on the Non-Catalog Order form in Jaggaer. The non-catalog order form will capture the information needed for Procurement & Payment Services to onboard the supplier. The order will not be sent to the supplier until the Jaggaer supplier setup is complete.

Contact the CEM Faculty Support Specialist or IES Grant Manager to identify the best approach.

• In the Delivery options, you can click edit and check the box to ‘Expedite’ shipping. It will show ‘Ship Via Best Carrier – Best Way’;  however, this may not get transferred to the supplier.
• If you need the item within 24-72 hours, contact the supplier directly.
• If you are quoted an expedited shipping cost, make sure to add it as a line item on your requisition.

• Assign carts to Stephanie Kuske at the Shared Service Center.
• IES orders should be assigned to the IES Grant Manager

• The supplier determines if they will provide tracking information.
• If provided by the supplier, it will be listed under shipments on the purchase order.

• The commodity code is used to route the Jaggaer purchase to the correct approvers.
• A listing of commodity codes can be found on the Jaggaer home page under Commodity Code List.
• If you need assistance with choosing the correct code, contact the CEM Faculty Support Specialist or IES Grant Manager.

Receipting is the acknowledging that you have received the goods or services. Without a receipt on a Purchase Order, the supplier's invoice will not be paid.

• Find the Purchase Order
• Go to Document Actions / Create Quantity (Item) or Cost Receipt (Service)
• Enter quantity (Item) or amount (Service)
• Click complete

CEM Contact: Faculty Support Specialist

• The PO number is listed on the packing list.
• In Jaggaer, click Orders, My Orders, My Purchase Orders (‘J numbers’ are the PO numbers).

Click the orders section at the left, click ‘Search’, and enter the PO Number:

Open the PO. Click ‘Document Actions’ on the right side and ‘Create Quantity Receipt’.

Enter the quantity received per line item. When finished, click ‘Complete’.

Contact the CEM Faculty Support Specialist or IES Grant Manager for guidance.

• Many suppliers do not support recurring orders.
• If they do support recurring orders, open the previous requisition for the item(s) you want to order.
  • Click ‘Document Actions’ at the right side and ‘Copy to New Cart’.
  • This will copy the entire order to a new cart for you.
    • NOTE: Depending on the supplier, you may or may not be able to remove a line or change the quantity.

• You can then modify and update the order without reentering all of the information.

Purchase item with a PCard and let Procurement & Payment Services know that the item is missing from the Jaggaer catalog so they can work with the supplier.

• You receive an email when a PO is sent to the supplier that verifies your order has gone through. If you haven’t received an email, your order did not go to the supplier and is either waiting for approvals or is stuck in the system.
• If you are uncertain about the status of an order, you can open your requisition by clicking Orders, My Orders, My Requisitions:

• Click PR Approvals at the bottom left side to see who has it or if it went out:

• Safety has Ethanol, Methanol, and Formalin available in gallon and pint sizes.
• Contact safety@und.edu.

The PO will not be closed until a receipt is entered. Automated reminders are not sent on virtual payments; however, the Dean’s office staff reviews and sends reminders to receipt when necessary.

• Contact the supplier directly and use the PCard.
• Utilize the store pickup option at applicable suppliers, such as Lowe’s.

• Ordering from a new supplier you are not going to use in the future.
• When there is an emergency (need item within 72 hours), or for customized items that can’t be purchased through Jaeggar.
• Contact the CEM Faculty Support Specialist or IES Grant Manager if there is a question on the proper payment method.

The supplier tile displays the punchout and hosted catalogs set up through Procurement & Payment Services; therefore, supplier tiles cannot be customized.

• To find contact info for the supplier, open the PO in Jaggaer. Click ‘more info’ next to their name.  Click the supplier tab for phone number, web address, or email.
  • You can also search for the supplier in the ‘search bar’ and look at the summary page.

• Suppliers have the option to register within Jaggaer, unfortunately some have chosen to not participate.
• Use the PCard for purchases with these suppliers.

• For Grants – contact your Grant Manager.
• For Appropriated and Local funding – contact the CEM Faculty Support Specialist.

• CEM – contact the Grant Manager/Resource Analyst.
• IES – contact the IES Grant Manager.

Send the following items to Faculty Support Specialist to create a Payment Request Form within Jaggaer.

• Copy of the Invoice which includes the Supplier Invoice # & Date
• Business purpose
• Ship To Address (Dept that received the item)
• Funding Information

CEM Contact: Faculty Support Specialist

Provide details to the Facility Support Specialist

CEM Contact: Faculty Support Specialist

Provide details to the Facility Support Specialist

CEM Contact: Faculty Support Specialist

Utilize a charge account at the local store. Submit the invoice to the CEM Faculty Support Specialist or the IES Grant Manager to complete the purchase. If immediate payment is necessary, use the PCard.

• Contact the supplier to request the correct item and ask if the wrong item should be returned.
• To find contact information for the supplier, either click ‘more information’ by their name in the PO or type the supplier’s name on the search bar and look at the summary tab.
• How is the return paid for?
  • If you want to keep the incorrect item, submit the invoice for payment (DO NOT enter a new order).

• Paying out of pocket should be avoided if possible. You may be charged sales tax, which cannot be reimbursed.
• See ‘Travel, Expenses & Reimbursements’.
• Send an email with the following information and send it to the Dean's Office Support Specialist.
  • Appropriate receipts.
  • Employee Name & EMPL ID.

• Funding String (Project/Fund Number) that will be paying for each item.

• The Shared Service Center will then complete the entry in the PeopleSoft Travel & Expense module.
  • If you return the item, the supplier generally sends a Return Material Authorization (RMA) to ship it back.

• Purchase at the lower price and document the savings for future audits.
• Contact Procurement & Payment Services to resolve the pricing within the catalog.

Provide this information to the CEM Facility & Library Manager.

CEM Contact: CEM Facility & Library Manager

Work with the CEM Facility & Equipment Manager to obtain key or card access

The requestor should provide the following information:

1. Their first and last name as it appears on their ID card. Students must have authorization from a faculty member or their supervisor in order for access to be granted.

2. Their ID number and card number (01, 02, 03 etc.).

3. The building name and door or room number that the person needs access to must be listed.

Once the requestor has their key and/or card access, the following security and access control are stressed.

1. Key and ID card are the property of the university and there are replacement fees if they are lost. If you lose a key, the lock shop will have to re-core the lock and this is expensive. If your key opens multiple doors, all of those will have to be re-cored.

2. You may not share your key or loan it to anyone else. It is against university policy to use your key or card to give access to others who do not have access. Doors that are locked cannot be propped open.

3. When you are no longer enrolled or employed at UND you must return your keys and ID card. When you return your keys you will be given a pink receipt. Please scan or photograph that receipt and email it to the CEM Facility and Equipment Manager

CEM Contact: CEM Facility & Library Manager

Provide the Administrative Support Specialist your requirements to assist in finding a room.

The Administrative Support Specialist will utilize the below tools for reserving rooms:

1. UND Scheduling & Event Information

2. Utilize the Outlook calendar room as most conference rooms start with “UND” in the address book. Such as “UND Twam”, "UND Gamble”, “UND Facil”.

CEM Contact: Administrative Support Specialist

Provide the Administrative Support Specialist your requirements and they will assist in finding a room.

The Administrative Support Specialist will utilize the below tools for reserving rooms:

1. UND Scheduling & Event Information

2. Utilize the Outlook calendar room functionality as most conference rooms start with “UND” in the address book. Such as “UND Twam”, "UND Gamble”, “UND Facil”.

CEM Contact: Administrative Support Specialist

Please bring these items to the Solberg Student Success Center.

CEM Contact: Administrative Support Specialist

The Administrative Support Specialist can assist with this.

CEM Contact: Administrative Support Specialist

The Faculty Support Specialist can assist faculty with these needs.

CEM Contact: Faculty Support Specialist

1. Review Calendars for availability
2. Create Calendar invite with an available room or remote access
3. Attach appropriate content to the invite

CEM Contact: Deans Office Support Specialist

Contact the Outreach Recruiting and Retention Specialist 

CEM Contact: Outreach Recruiting and Retention Specialist

Work with the Faculty Support Specialist to obtain the key and walk through the odometer requirements.

CEM Contact: Faculty Support Specialist

If you see something missing from this list of FAQs, please send an email to the Faculty Support Specialist and we will make sure to add it. Over time, we will grow the information on this page and hope to provide all the information, policies, and procedures that faculty and staff need to do their jobs effectively and efficiently.

CEM Contact: Faculty Support Specialist