Volume 8, #97
New in this Issue
Monthly Payroll Reminder ADP E-Time Approvals Required by Aug. 22
Notice to all employees and managers/supervisors:
ADP E-time approvals of all monthly time must be approved by 6 p.m., on Thursday Aug. 22 for the payroll ending on Aug. 31.
Any monthly time taken after approval on Aug. 22 will need to be reported on the monthly record of leave form located on the payroll web site listed below.
If you have any questions, including password resets, while attempting to approve or update a time card, please contact our SSC Customer Support Team.
Water Shut Off, Aug. 23
In an effort to remove the stained water within the following buildings -- Athletics & Fitness, Spivey Hall, Music Education, the Downs Center and the SAC (including the Soccer Field) -- the Clayton County Water Authority is asking to shut down the water to these buildings for six hours on Friday, Aug. 23, from 11 a.m. to 5 p.m.
Tips and Resources for Effectively Supporting the Success of Student Veterans Transitioning from Military Life to Campus Life, Sept. 20
The Clayton State Veterans Resource Center will present a faculty and staff professional development opportunity, “Tips and Resources for Effectively Supporting the Success of Student Veterans Transitioning from Military Life to Campus Life” on Friday, Sept. 20 from noon to 1 p.m. in room UC 322 of the James M. Baker University Center. Lunch will be provided for the participants.
Presenters will come from the Veterans Resource Center, Counseling and Psychological Services, and the Disability Resource Center in collaboration with the Department of Veterans Affairs Transition Team.
This is a chance to gain a better understanding of the unique needs of student veterans and the resources available to assist in their college success.
Registration for the event is forthcoming via campus e-mail. For additional information, contact Tina Lake at (678) 466-5528 or TinaLake@mail.clayton.edu.
Changes to Travel Policy
There are some important changes to state rules regarding travel effective July 1, 2013.
In order to comply with these new requirements, this notification will provide a quick snapshot of the changes and how they may impact our business practices. Please note that this notification includes information in summary and that the detailed policies and procedures are contained on the Clayton State University (updates pending), University System of Georgia, and the Department of Administrative Services websites.
Travel Policy Amendments:
· Employees must submit all expenses for reimbursement and reconciliation within 10 days of trip completion or no later than 45 calendar days. IRS guidelines require submission of expenses and supporting documentation and reimbursement within 60 days. If the reimbursement does not occur within the 60 days the advances and expense reimbursements are included in the employee’s taxable income. (Section D of the State Travel Policy)
· Out of State per diem meal rates no longer include the $5 incidental expense. Incidentals such as fees and tips reimbursed separately. (Section 4.1 of the State Travel Policy)
· The State of Georgia Certificate of Exemption of Local Hotel/Motel Excise Tax form has been updated on the Clayton State website (waiting on updated location from webmaster) and SAO website (https://sao.georgia.gov/sites/sao.georgia.gov/files/related_files/site_page/SOG%20Hotel%20Tax%20Exempt%20form_FINAL.pdf to assist travelers in gaining compliance with this requirement. (Section 3.3 of the State Travel Policy)
· Employees are allowed 75% of the meal per diem for overnight travel on the day of departure and the day of return. If a meal is provided on the day of departure or return the total per diem must be reduced by the individual meal per diem before the 75% is calculated. (Section 4.4 of the State Travel Policy)
· Employees who travel more than 50 miles AND are away for 12 hours (not overnight) are entitled to 100% per diem meal reimbursement. (Section 4.5 of the State Travel Policy)
· Additional clarification has been provided on mileage reimbursements and determining the employees primary work station. We can assist individuals that require help determining their primary work station. (Section Appendix A of the State Travel Policy)
· Additional clarification has been provided on reimbursement for meals and incidentals during international travel. (Appendix B of the State Travel Policy)
Statewide Travel Policy: http://sao.georgia.gov/sites/sao.georgia.gov/files/related_files/site_page/SOG_%20Statewide_Travel_%20Policy_061313.pdf.
We will provide additional training in the coming months regarding the changes to the State’s requirements and our business practices.
Total Meal per diem for day
Traveler receives Lunch on Day of arrival
Total Before 75% Proration
Elite 8 T-Shirts on Sale at The Loch Shop
The Loch Shop is having a special sale on 2013 Women’s Basketball Elite 8/Conference Championship T-shirts. They have been put on sale for… wait for it… $8.88.
The Loch Shop Now On Instagram and Twitter
The Loch Shop is now up and running on both Instagram and Twitter. The handle for both of social media platforms is lochshop.
Career Services Open House, Aug. 22
Please join The Office of Career Services during our Open House on Thursday, Aug. 22, from 11 a.m. to 3 p.m. Come see our new location, Student Center, Ste. 228 and enjoy light refreshments.
Outdoor Adventure – Upcoming Trip Aug. 24
Come play in a 150,000 square foot paintball course with a variety of obstacles and more than 30 buildings. This is one of the largest scenario experiences in Metro Atlanta!
Destination: Hot Shots, McDonough, Ga.
Date: Saturday, Aug. 24
Registration Deadline: Thursday, Aug. 22
For more information, contact Nick Kilburg, assistant director of Recreation and Wellness, Outdoor Adventures, (678) 466-4972, email@example.com
Information Sessions on Revisions to the Contracts Review Process, Aug. 27, Sept. 18
As of July 1, 2013, the Georgia legislature enacted statutory changes to the process for entering contracts with public employers. There is now a requirement that, prior to entering contracts for labor or services using either a bidding process or when the contract amount exceeds $2,499.99 in value, contractors (and subcontractors) must submit signed and notarized affidavits which either attest to their compliance with the terms of the Federal Work Authorization Program, or state a specific exemption from this requirement.
Although informative documents are available for review at the Business and Operations website,www.clayton.edu/contract-administration, University officials will host information sessions on the following dates, times and locations to further educate the campus community. Those faculty and staff who are either occasionally or frequently involved in the contract review process are strongly encouraged to attend. However, the information sessions are open to anyone to attend. No RSVP is needed.
The sessions will be held as follows:
Tuesday, Aug. 27, 10 a.m., at Clayton State East–Arbor Hall auditorium
Wednesday, Sept. 18, 2 p.m. at University Center, room 272
Student Veterans Association Meeting, Aug. 27
Please join Clayton State University’s Student Veterans Association for the first meeting of the fall semester, Tuesday, Aug. 27 at noon in the Veterans Resource Center (Student Center, Ste. 115). Come out and meet fellow military/veteran students and help plan upcoming events and discuss student- veteran concerns and issues. Refreshments will be provided. For more information, contact the VRC at (678) 466-5528 or VeteransResourceCenter@clayton.edu.
Chair Upgrades in the Baker Center, Starting Sept. 3
Facilities Management is in the process of upgrading 50+ chairs in the James M. Baker University Center, mainly in the student lounge areas.
The project will start the week of Sept. 3. We will be reupholstering lounge chairs and removing up to 15 chairs at a time for work. The next set of 15 chairs will be sent to workshop after we receive and return the first set of finished chairs. This process will continue till we have completed the entire scope of project.
This is to inform you that seating will be limited in certain lounge study areas for up to two weeks at a time. The project will start from the fourth floor.
Please contact Facilities Management with any questions regarding the project.
Top Workplaces Employee Celebration Event, Sept. 12
You are cordially invited to the Top Workplaces Employee Celebration Event on Thursday, Sept. 12, from 11 a.m. to 1:30 p.m., in the Student Activities Center and SAC Green.
Since Clayton State University was recognized by the Atlanta Journal-Constitution as one of Metropolitan Atlanta’s Top Workplaces, the purpose of this event is to come together and celebrate the supportive and collaborative environment which contributed to Clayton State University’s Top Workplaces recognition. Please R.S.V.P. by Aug. 23 to https://claytonstate.qualtrics.com/SE/?SID=SV_3pCYlW7Lq09beYJ so that an accurate count can be obtained for catering purposes.
Join us at the Alumni Awards Dinner, Sept. 26
This year, the Annual Alumni Awards Dinner will be held on Thursday, Sept. 26, in the Harry S. Downs Center.
The Alumni Awards Dinner is an annual event hosted by The Alumni Association, which seeks to recognize the University’s alumni and alumnae (current and future) who have made significant contributions to society, and whose accomplishments, affiliations, and careers have honored the legacy of excellence at Clayton State University.
The reception will begin at 6:15 p.m. with the program and dinner to follow. Go to http://giving.clayton.edu/alumni/event_calendar?cid=2&ceid=10&cerid=0&cdt=9%2f26%2f2013for more information and to register.
Fifth Annual Diversity and Multicultural Conference, Oct. 11
Clayton State’s Fifth Annual Diversity and Multicultural Conference will be held on Friday, Oct. 11, from 9 a.m. to 5 p.m., in the Student Activities Center Ballroom.
The Diversity and Multicultural Conference is a dynamic and interactive one-day development opportunity that gives participants the essential knowledge and strategies needed to lead and function in a globally complex society. This conference is a great career and personal development opportunity for students, faculty and staff; separate conference tracks are implemented to meet the needs of both groups.
Register until Friday, Sept. 27, by visiting http://apps.clayton.edu/webreg/register/Diversity2013. Free for Clayton State students; Clayton State faculty/staff $20, Non-Clayton State participants $40.Registration fee covers continental breakfast, lunch and conference materials.
For additional information, go to:
Call for Presentations — Submit Presentation Proposals by Friday, Sept. 6
Conference Theme: Beyond Race: The Forgotten “isms”
Our goal is to broaden participants understanding of diversity, multiculturalism, and social justice. Additionally, explore the intersection of social identities and how our social identities can create privilege and oppression.
If you are interested in contributing to the conference by presenting, go to: http://www.clayton.edu/campus-life/multicultural/conference
For more information regarding the conference, contact Lakiesa C. Rawlinson at firstname.lastname@example.org or (678) 466-5421.
An Electric Car Charging Station at Clayton State? Take the Survey
The University is committed to sustainable practices, energy savings and environmental safety. Therefore, we have designed a quick survey to determine the level of interest in installing an electric car charging station on Clayton State University’s campus. We would highly appreciate your participation in this survey which will take less than a minute of your time. Please follow the link below to answer only four survey questions:
Don’t Feed The Wildlife!
As you know there is a variety of wildlife on and around our campus with which we for the most part pleasantly coexist; primarily the geese that are highly visible.
However, there is also an occasional sighting of a feral cat or raccoons. Although there may be a temptation to feed some of these wildlife when you are sitting by one of our lakes or walking on campus, please do not do so. It just encourages more brazen contacts with humans and a closer approach to our facilities. Also, since they are forms of wildlife, their temperament and health conditions are unknown.
If anyone has an uncomfortable encounter with any form of wildlife on campus, please contact the Office of Public Safety as soon as possible for a response.
Emergency Alerts via Text Messaging from Public Safety
Welcome from the Department of Public Safety to all new students, faculty and staff, and welcome back to all those returning.
As a public service, the Department of Public Safety sends out emergency alert messages as needed through the use of outdoor sirens, emails, campus telephone system, and/or text messaging. Since text messaging is generally the most effective mode of communication, it is very important that all students, faculty and staff enter their cell numbers into the campus emergency alert network to receive these messages when sent out.
Note that your number has to personally entered. The information is not automatically extracted from your personal data. Here is the process that we encourage all to follow for first time entries or when you change your cell number or the carrier:
· Log into the SWAN at the University’s website
· Link on “My Tab” in tool bar.
· Scroll down to section titled “Emergency Text Messages”
· Enter your cell number and the carrier (e.g. AT&T, Verizon, or other)
· Click on “Submit” and you’re done with this easy yet important process.
Please call the Public Safety Office at (678) 466-4050 with any questions.
Parking on Campus
With the beginning of fall semester, there is always a big demand for the most convenient parking spaces on campus. However, at peak times of the day and night, that can be challenging.
Some advice to new members of our campus community and as a reminder for those returnees; parking lots G and H, which are located behind Public Safety, are two lots that are very popular and fill up quick. A suggested alternative for a location where parking is always available are parking lots K and L, which are located near the Student Activities Center and the tennis courts.
Although walking from those lots may take you a few more minutes than from one of the more popular lots, you will avoid both the stress of searching for closer spaces and the time spent doing so.
New Parking Permits
The parking permits/decals for the previous school year will expire on Wednesday July 31. New permits are currently available for pick up at the Department of Public Safety, with valid dates from Aug. 1, 2013 to July 31, 2014.
Faculty/staff will be issued the traditional blue colored permits. However, there are some changes to the student permits. Students living in Laker Hall will be issued gold colored permits and those living in Clayton Station will be issued green colored permits. All other students will be issued orange colored permits. However, student vehicles bearing any of these three colors may park in any areas designated for student parking.
Clayton State in Sky Magazine
In case you’re flying Delta this month, note that the current issue of Delta’s Sky
magazine has a feature on Atlanta that includes a sidebar on Clayton State and mentions the business, psychology, biology, health care management, nursing, criminal justice and archival studies programs as well as, of course, Spivey Hall.