Finance Space Human Resources Operations Events

Finance

See the Finance page for more information.

• Financial transaction initiators are responsibile for confirming the funding source prior to making a purchase.
• The school's placeholder deptID, N210119, and the school's general research deptIDs, N3XX100, N4XX100, or N5XX100, are placeholders for specific purposes. Every effort should be taken for transactions not to hit these deptIDs.
  • In some situations, such as where transactions cannot be reconciled on a grant, transaction inititators are to be in touch with the Finance Office to make a plan to use one of these deptIDs before the transactions are processed.
  • Erroneous transactions that hit the placeholder or general research deptID must be moved off to their proper deptID/grant within 30 days.
  • The transaction initiatiator is responsible for working with the Finance Office to process expense transfer(s) as required to move erroneous transactions to their proper place, including collecting receipts and other necessary substantiating documentation.
• Purchasing card and travel card holders are responsible for abiding by the University and School policies, even when delegating surrogate access to an administrative contact.
• Travel card transactions charged to deptIDs should be submitted on separate reports from transactions charged to grants for fastest processing.
• Pcard transactions must be fully reconciled within the PeopleSoft system prior to the system auto-processing after 21 days. Full reconciliation includes allocating the charge to the correct account code and deptID/grant, uploading a receipt, and entering the transaction justification for why the purchase was made.
• Personal charges are not allowed on Travel/Corporate cards per University policy.
  • Erroneous charges must be identified and rectified following the process outlined by TSS and in communication with the Finance Office.
  • If no reimbursement is expected to be paid to the cardholder within the next 60 days to offset the erroneous expense, the cardholder must submit a personal check to TSS within 30 days.
• Only certain account codes may be used when reconciling expenses. Cardholders and those who reconcile expenses on their behalf are to ask the Finance Office for help when questions arise.
• When a new deptID/grant is required for an Apptricity, pcard, or marketplace profile, the cardholder must involve the Finance Office for approval before requesting TSS add the deptID to their profile.
• Petty cash is not to be used.
  • Faculty and staff must use Apptricity for expenses and reimbursements.
  • Students and non-employees are reimbursed through an electronic reimbursement request initiated by a staff member.
• Tufts follows an IRS-termed "Accountable Plan" for meals and incidental expenses, meaning travelers must provide itemized receipts OR use a per diem rate. You must choose one reimbursement method for a given trip, and the method applies to the entirety of the trip. To use the per diem reimbursement method, you must use a personal card to pay for meals. If you had intended on using the receipt based reimbursement method and accidentally used a personal card, you must use per diem.
• Family members and any other individuals not working directly on a sponsored project to which travel is being charged may not have meals or any other type of expenses covered by the project. Meal purchases must be made separately.
• Visa Support Policy

Space

See the Operational Information page for more information.

Desks and offices

• Space assignments are managed by Courtney King.
• Non-modified primary Friedman School faculty appointees are provided with office space.
• Modified primary Friedman School faculty appointees and emeriti faculty may be eligible for desk or office space on a case-by-case basis, as available.
• Adjunct faculty appointees are not ordinarily eligible for assigned desk space.
• Friedman School staff members based in Boston are provided with desk or office space. Office space may be private or shared.
• Postdoctoral scholars are provided with desk or office space. Office space may be private or shared.
• PhD students are assigned workstations as available and as needed.
  • Incoming students are to be in touch with Lori Ioannone about their needs as soon as possible prior to their arrival on campus.
  • Students will be assigned desks factoring proximity to their advisors and availability of open desks.
  • Standing desks and workstations closer to the windows at 75 Kneeland are held for students who have already completed their 1st year and are provided after a waiting list, if needed.
  • Lori Ioannone manages student requests for space and coordinates the assignments and needs with Courtney King.
• Masters students are not eligible for assigned desk space.
• Student workers are not eligible for assigned desk space.
• Temporary workers are generally not eligible for assigned desk space.
• Visitors are generally not eligible for assigned desk space.

Possible options for those who are not assigned desk space to work include:

• Medical Education Center study spaces, reserved through the Student Affairs staff
• Medical Education Center library open areas
• Jaharis student lounge 155
• Quiet study lounge across from Jaharis 156
• 75 Kneeland 8th floor open space
• 75 Kneeland 8th floor huddle rooms, reserved through friedmanrooms@tufts.edu

Conference Rooms

• Conference room requests are managed through friedmanrooms@tufts.edu.
• Conference rooms are reserved for members of the Friedman School community only.
• Room requests are managed to maximize efficiency of our limited rooms. Requestor preference for one room or building location will be considered but is not always possible to accommodate.
• If a conflict arises for two requests for the same room at the same time, the following factors will be assessed: number of people attending, length of meeting, need for room amenities (A/V), and rank of meeting participants. It is sometimes necessary to bump one meeting from one room to another.
• All meetings held in Jaharis 272 are subject to being moved if the Dean has a meeting request for that room.
• Conference room users are expected to respect other community members using our shared spaces and to follow the Conference Room Expectations.
• Course sessions are scheduled to be held in classrooms, not conference rooms, as a standard.

Cleanliness

• All Friedman School community members are expected to contribute to keeping our spaces clean and functional.
• The following are subject to being thrown away without warning:
  • Food left out in kitchens or other spaces
  • Unlabeled food in refrigerators
  • Spoiled food, labeled or not
  • Dirty dishes left in kitchens or other spaces

Human Resources

See the Hiring, Payroll, and HR Processes page for more information.

• Student workers and temporary workers are hired using the offer letter and process outlined under the Hiring and Appointments tab of the Hiring, Payroll, and HR Processes page. No one may work until proper hiring processes are followed.
• Other types of employees are hired following the processes outlined under the Hiring and Appointments tab of the Hiring, Payroll, and HR Processes page. No one may work until proper hiring processes are followed.
• Exempt staff time off is logged through friedmantimeoff@tufts.edu.
• All grant-funded staff are in term positions with specific end dates.
• Supervisors are responsible for managing the HR actions for their staff and documentation thereof, with help from administrators and the HR business partner. HR actions include promotions, term appointment extensions, changes between benefits-eligible/non-benefits-eligible, layoff, and performance management.

Operations

See the Operational Information page for more information.

• When faculty or staff leave the Friedman School, keys must be returned to Susan Williams. Keys must not be transferred directly from a prior employee to a new employee.
• Outgoing mail must be marked with the deptID/grant to which the postage is to be charged. Unmarked mail will not be picked up.
• Affiliate accounts providing a Tufts email and login access are provided for short-term periods only and with end dates of 6/30/xx, 8/31/xx, or 12/31/xx as a standard. There must be a Friedman School staff or primary faculty member sponsoring the account for the account holder. The account may be extended if needed, but accounts will not be provided for long-term (year) periods without interim check-ins and extensions.

Building access

• The internal doors on the 1st and 2nd floor of Jaharis, and the doors securing the Friedman School space at 75 Kneeland Street should never be propped open as this is a security risk.
• Access to the 8th floor of 75 Kneeland is controlled through ID card tap access all hours of the day. Friedman School faculty, staff, and students are given access.
• Access to Jaharis requires a Tufts ID to be tapped at the front security desk between the hours of 8am-6pm. Internal doors on the 1st and 2nd floors of Jaharis lock automatically at 6pm and unlock at 8am, requiring ID card access between 6pm-8am. Friedman School faculty, staff, and students are provided off-hours access.

Computers

• Non-modified primary Friedman School faculty appointees are provided school-purchased laptop computers that are generally replaced on a 4-year cycle. The school also provides monitors and basic peripherals. Faculty coordinators facilitate ordering replacements after receiving approval from Courtney King.
• Modified primary Friedman School faculty appointees are not eligible for school-purchased computers, monitors, or peripherals.
• Adjunct faculty appointees are not eligible for school-purchased computers, monitors, or peripherals.
• Staff supported by school funding are provided with school-purchased laptop computers that are generally replaced on a 4-year cycle. The school also provides monitors and basic peripherals. The strategic projects coordinator or the business operations assistant student worker facilitate ordering replacements after receiving approval from Courtney King.
• Staff supported by sponsored funding may be provided with computers, monitors, and peripherals from sponsored funding that may follow a modified replacement schedule as funding is available. Program staff order replacements after checking in with their senior research administrator to confirm funding availability and allowability, and receiving approval from the funding principal investigator.
• Postdoctoral scholars may be provided with computers, monitors, and peripherals from sponsored funding that may follow a modified replacement schedule as funding is available. Faculty coordinators or program staff order replacements after checking in with their senior research administrator to confirm funding availability and allowability, and receiving approval from the funding principal investigator.
• PhD students are not eligible for school-purchased computers, monitors, or peripherals. Faculty advisors may be able to provide computers and peripherals from sponsored funding sources if the student is working on the sponsored project.
• Masters students are not eligible for school-purchased computers, monitors, or peripherals. They are encouraged to use the computers in the student lounge in Jaharis 155 and the Medical Education Center library.
• Student workers are not eligible for school-purchased computers, monitors, or peripherals.
• Temporary workers are generally not eligible for school-purchased computers, monitors, or peripherals.
• Visitors are not eligible for school-purchased computers, monitors, or peripherals.
• All computers on which financial information is saved should be encrypted by Tufts Technology Services.
• At the end of a project supported by sponsored funding, computers purchased by that funding may be available for personal use. Senior research administrators must confirm whether this is possible, and the project principal investigator must approve. If so, TTS must clear the computer of Tufts-licensed software and Courtney King must be notified to remove the computer from school inventory.
• School-purchased computers are to remain with the person for whom the computer was purchased and are not to be reassigned to other community members for ongoing use.

Events

See the Operational Information page for more information.

• A person ordering catering must confirm that funds are available and that catering is allowable on those funds prior to placing the catering order.
• Catering should follow the Friedman School catering guidelines whenever possible.