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 Faculty Support Specialist who will work with Julie in the 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 Faculty 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

1. Provide the information to appropriate Programs Coordinator (UG or GR)

2. Specify which group of students should receive the information

3. Programs Coordinator will communicate information either as a) a separate email, or b) 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 (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

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 Dean's Office Support Specialist will be the main contact for questions regarding Tlab.

CEM Contact: Deans Office Support Specialist

Jaggaer is the system used within UND to make the majority of purchases for academic or research purposes.

More Jaggaer Information

Under urgent circumstances, P-cards may still be used. See below for more details.

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 Julie Haugen 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 Julie Haugen in the Shared Service Center

Questions can be addressed to the Faculty Support Specialist.

CEM Contact: Faculty Support Specialist

Send the following items to Julie Haugen in the Shared Service Center to create a Payment Request Form within Jaggaer.

1. Copy of the Invoice which includes the Supplier Invoice # & Date

2. Business purpose

3. Ship To Address (Dept that received the item)

4. Funding Information

CEM Contact: Faculty Support Specialist

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.

1. Find the Purchase Order

2. Go to Document Actions / Create Quantity (Item) or Cost Receipt (Service)

3. Enter quantity (Item) or amount (Service)

4. Click complete

CEM Contact: Faculty Support Specialist

Jaggaer is the most efficient process to complete a purchase. However in the event of an emergency purchase, a P-card can be utilized. Work with the Faculty Support Specialist to place the order.

1. Contact the supplier to provide the credit card number

2. Obtain the receipt from the supplier

3. Log into JP Morgan once the charge has posted and reallocate your expense to the appropriate funding string

4. At the beginning of each month, the Shared Service Center will pull your monthly report from JP Morgan and enter it into DocuSign for approval routing.

5. Attach your receipts to the DocuSign envelope for proper auditing.

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

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

Work with the Grant Manager/Resource Analyst in the Research Support Unit.

CEM Contact: Grant Manager/Resource Analyst

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