Procedures

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1042-S Non Citizen Special Info Type (SIT) Monitoring

1099-MISC and 1042-S Accounts Payable Monitoring

A

A-110 Excerpts: Procurement Standards

A-133 Monitoring Subrecipients

Accounts Receivable Invoice issues

Acquisition of Property

Adding Property Records to RAMI

Administering Human Resources Policies and Procedures

Administration of Fellowships

Administration for Industrial Relationships - Guidelines 

Administrative Property Insurance

Agency Agreements

Allocating Part of an Award to Another Campus or Department within SUNY

AP Cost Transfer

Application Review and Endorsement

Assignment and Monitoring of Temporary Tax Identification numbers (TINs)

Authorizing Withdrawals from Optional Plan Due to Financial Hardship

Award Edits

Awards with Projects at Multiple SUNY Campus Locations

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B

Basic Retirement Contributions During Leave, at Termination, and Upon Return

Basic Retirement Plan: Changes a Participant May Make

Basic Retirement Plan: Distributions from Vested Contracts

Basic Retirement Plan: Eligibility for Coverage

Basic Retirement Plan: Information Provided to Vested Employees

Basic Retirement Plan: Vesting Process

Benefit Plan Listing

Benefits Administration: Overview

Benefits Continuation: After Retirement

Benefits Continuation: COBRA

Benefits Continuation: During Leave

Benefits Continuation: When Disabled

Benefits Continuation: Young Adult Option

Benefits Open Enrollment

Benefit Processing Administrator Guide

Break-In-Service Rules for Nonvested Employees

Budget Adjustment Procedures

Budgetary Controls

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C

Calculating Drawdown Amounts

Campus Central Stores and Service Centers

Campus Security Administrator Handbook

Cash Awards: Reconciling and Applying Cash Receipts

Cash Receipts Function

Catalog for Federal Domestic Assistance

Category Refund or Reimbursement Processing

Certification of Salary Distribution (Effort Reporting): Exempt Employees

Certification of Salary Distribution (Effort Reporting): Nonexempt RF Employees

Certification of Salary Distribution (Effort Reporting): Overview

Certification Regarding Debarment, Suspension, and Other Responsibility Matters

Check Copy Procedure

Check/Electronic Payment Production and Distribution

Classifying Aliens as Residents or Nonresidents for Tax Purposes

Classifying Workers as Employees or Independent Contractors

Closing an Award or Project

COBRA Benefits Continuation

Collecting Payroll Overpayments

College Savings Program (529 Plan)

Compensation at Termination of Employment

Compensation Reporting

Completing and Submitting the Federal Cash Transactions Report (Form 272)

Completing IRS Form 8233 for Nonresident Aliens Requesting Tax Treaty Exemption

Completing IRS Form W-9 for Resident Aliens Requesting Tax Treaty Exemption

Completing the Alternate Payment Form

Completing the Alternate Payment Form for ACH Transfers for Internal Awards

Conflicts of Interest - Managing Guidelines

Condition Change

File Lock Symbol‌ Consumer Medical Resrouces Brochure

Continuation of Benefits: Overview

Contributions Made on Sick Leave Accruals at Retirement

Corporate GL Withholding Awards

Correcting Overexpended Awards, Projects, and Tasks

Cost Sharing: A Guide for Administrators

Costs Allowable as Cost Sharing

Create or Update Policies

Create or Update Procedures and Guidelines

Creating Outstanding Check Letters from the RF Outstanding Check Register

Credit Card Programs: How to Establish a Citibank Visa Business Travel Account

File Lock Symbol  Custom Sponsor Record Updates

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D

Decals

Deceased Employee's Final Wage Payment

Deferred Compensation Plan: Enroll an Employee

Demotions

Dental Plan: Eligibility for Coverage

Dental Plan: Waiting Periods, Continuation of Benefits, and Termination

Depositing Cash Receipts to an RF Bank Account

Description of Assignment Groups

Determine Foreign Source Funding

Determining Direct and Facilities & Administration (F&A) Costs

Developing Job Descriptions Under the Americans with Disabilities Act of 1990

Direct Deposit: Enrollment and Payment Method Changes

Direct Deposit: Is Direct Deposit Right for You?

Disposition Procedures for Lost, Stolen, or Damaged Property

Distribute Credit for Interdisciplinary Activity on Awards and Projects

Distribution of Royalty/Commercialization Income

Documentation Guidelines for Purchasing and Payment Activities

Donated and Contributed Property: Recording and Tracking

Donated Property Disposition

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E

E-3 Visa Holder Employment

E-Verify: Accounts Payable Guidelines

E-verify: Employee Verification Procedure

E-Verify Optional Clause

E-Verify: Purchasing Guidelines

Educational Assistance Plan for Graduate Student Employees

Effect of Re-employment on Retirement Tier

Electronic Signatures for Purchase Orders

Employee Orientation Materials to be Provided to New Employees

Employment Eligibility Requirements: The I-9 Process

Employment of Persons Under the Age of Eighteen

Engaging Independent Contractors

Enrollment: Waiting Period Requirements

Enter or Change for a Payment Method

Entering Follow-up on Outstanding Accounts Receivable Invoices

Equity Administration Procedure

Establish an Award, Project, or Task

Establishing and Maintaining Campus Bank Accounts and Petty Cash Funds

Establishing and Maintaining Campus Reserves to Cover Losses

Establishing and Maintaining Credit Card Merchant Accounts

Excerpts: Unallowable Costs

Export Controls

Exporting Data from Oracle Applications

Extra Service Assignments - Oracle Input and Monitoring

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F

F-1 Student Visa Category

F-1 Student Visa Holder Employment

Facilities and Administrative Costs Primer

Family and Medical Leave Act (FMLA)

Family and Medical Leave Act (FMLA): Notification and Procedure

FMLA: Family and Medical Leave Act (FMLA) Overview

Family and Medical Leave Act (FMLA): Request for Leave Forms and Posted Notices

Family and Medical Leave: Continuation of Benefits

Fellow Health Insurance Premiums Paid by an Award

Fellowship Award Changes

Finance Duty Segregation Guidelines

First Billing Offset Days: Functionality and Use

Fixed Asset Capitalization Procedure

Fixed Price Balance Awards

Flexible Spending Accounts

Follow-up and Cancellation Recall Procedures for Wire Transfers & Foreign Drafts

Foreign Entity Payments

Forged Checks Procedure

Form B- New York State Consultant Services Contractor's Annual Employment Report

Formal Collection Action

Fraud and Misconduct - Procedure for Investigating

Funding Received Under the American Recovery and Reinvestment Act of 2009 (ARRA)

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G

Gains and Losses on Sale of Equipment

General Information on Financial Hardship Withdrawals

Gifts and Non-cash Awards

Gifts Guidelines

Governmental Restrictions on Transfer of Information & Materials to Foreign

Graduate Student Employee Health Plan (GSEHP)

Graduate Student Employee Health Plan (GSHEP) Guidelines

Graduate Student Employee Health Plan (GSEHP): Pretax Guidelines

Graduate Student Employee Health Plan (GSEHP): Eligibility for Coverage

Graduate Student Employee Health Plan (GSEHP): Providing Information to Eligible Employees and Fellows

Graduate Student Employee Health Plan: Summer Period Continuation of Benefits

Graduate Student Employee Health Plan: When Coverage Begins and Ends

Grants Management Billing Duty Segregation Guidelines

Guidance for Determination of the Actual Wage

Guidelines for Administration of Industrial Relationships

Guidelines for Developing Job Descriptions Under the Americans with Disabilities Act of 1990 (ADA) (HTML)

Guidelines for Industry Sponsored Research Agreements

Guidelines for Inputting Veterans Information from the RF's Self-Identification of Veterans Form into the Oracle Business System

Guidelines for Materials Testing Agreements

Guidelines for Protecting Research Foundation Data

Guidelines for Responding to Sponsor, Regulatory and Investigative Inquiry

Guidance for using the O*NET Website

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H

H-1B Petition for a Nonimmigrant Employee

H-1B Visa Holder Employment

Health Insurance Benefits for Regular Employees

Health Insurance Plan: Changing Plans

Health Insurance Plan: Changing Coverage of Domestic Partners

Health Insurance Plan: Changing Plans

Health Insurance Plan: Eligibility for Coverage

Health Insurance Plan: Enroll an Employee

Health Maintenance Organizations

Hiring Retired SUNY Employees (Guidance)

Hotel and Motel Fire Safety Act

Hourly Encumbering

How to Obtain a Prepaid Card

How to Obtain Wire Transfers and Foreign Drafts

Human Subject Payments

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I

Identifying and Collecting Past Due Accounts Receivable Invoices

Identifying Cash Receipts

IFR and Cost Sharing: Calculation of Award Charges Worksheet

IFR and Cost Sharing: Monthly Process for SUNY Payroll

IFR and Cost Sharing Records Entering and Updating Records in Oracle

Immigrant Visa: Obtaining a Labor Certification

Immigrant Visa: Permanent Residency

Immigrant Visa: Petitioning for an Employment-based Immigrant Visa

Immigrant Visa: Preference Classification for Employment-based Immigrant Visas

Immigrant Visa: Supporting Evidence Required for Employment-based Immigrant Visa

Impact of Oracle Human Resources Record

Impact of Project, Task, and Award Establishment on Accounts Receivable

Implementing Federal Cost Accounting Standards

Implementing the Progressive Discipline Policy

Income Fund Reimbursable (IFR) and Cost Sharing (CS) Assignments

Income Taxation Overview

Indirect Cost Controls and Calculation

Industrial Relationships - Administration Guidelines

Interest Income and Quarterly Interest Allocations

International Travel Assistance: Administrative Guide

Invoice and Payment Process

Invoice Holds

Involuntary Termination of Employment

IRS Categories of Evidence

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J

J-1 Visa Category: Professors and Research Scholars

J-1 Visa Category: Students

J-1 Visa Holder Employment

Joint Venture Guidelines

Jury Duty and Court Appearances

K

L

Labor Condition Application for H-1B and E-3 Nonimmigrants

Labor Distribution Function

Leave Administration

Leave of Absence: Child Care

Information on Continuation of Coverage While on LOA Under USERRA and VBIA

Leave of Absence: Continuation of Group Coverage

Leave of Absence: Disability

Leave of Absence: Personal

Life Insurance Payments to Beneficiaries

Life Insurance Plan: Eligibility for Coverage

Life Insurance Plan: Overview

Life Insurance Plan: Processing Claims

Life Insurance Plan: When Coverage Begins and Ends

Location Change

Long-Term Care Plan

Long-term Disability Insurance: Benefits

Long-Term Disability Insurance: Claims Process

Long-Term Disability Insurance: Overview

Long-Term Disability Insurance: When Coverage Begins and Ends

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M

Management of Conflicts of Interest

Managing Conflicts of Interest Guidelines

Managing Financial Risks at the Research Foundation

Managing License Agreements Guidelines

Metropolitan Commuter Transportation Mobility Tax

Medical Child Support Order: How to Determine Qualification

Metropolitan Commuter Transportation Mobility Tax

Military Leave

Miscellaneous Income Payments to Nonresident Aliens: Overview

Miscellaneous Income Payments to U.S. Citizens and Resident Aliens

Miscellaneous Income Payments: Overview

Missing or Damaged Decals

Mobile Device Reimbursement

Modifications to Existing Property

Monitor Employee Income Taxation

Monitor Residency Determination for Tax Purposes

Monitoring and Reconciling Unapplied Cash Receipts

Monitoring Controls Over Accounts Payable/Purchase Order Key Processes

Monitoring Controls Over Accounts Receivable Key Processes

Monitoring Controls Over Cash Management Key Processes

Monitoring Controls Over Certification of Salary Distribution (Effort Reporting)

Monitoring Controls Over Grants Management

Monitoring Controls Over Key Personnel Administration Processes

Monitoring Controls Over Payroll Processing

Monitoring Nepotism in the Workplace Procedure

Monitoring Payroll Encumbering

Monitoring Payroll Suspense

Moving Expense Reimbursement

Moving Expenses: IRS Requirements for Reimbursement

Moving Expenses: Requesting and Processing Reimbursements

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N

NACUBO Classification

NAFTA Professional List

New Employee Process

NYS Disability Insurance

Noncitizen Employment Forms

Non-overnight Meal Payment Processing

Nonresident Aliens: Payments to Independent Contractors

Nonresident Aliens: Processing Tax Exemptions for Foreign-source Participant

Nonresident Aliens: Taxation of Participant Stipend Payments

Nonresident Aliens: Types of Tax Exemptions for Participant Stipend Payments

Notification for Breach of Privacy of Protected Health Information

Notification Procedure for Electronic Breach of Information Security

Notification of Invalid Taxpayer Identification Numbers

NYS Disability Benefits

NYS Disability Insurance

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O

Obsolescence Leading to Surplus or Scrap

Obtaining a Social Security Number (SSN)

Obtaining an Individual Taxpayer Identification Number (ITIN)

Occupational Exposure to Bloodborne Pathogens

OMB Circular A-110 - Amended for FOIA Access

Optional Dependent Life Insurance and AD&D Plan Summary and Premiums

Optional Life Insurance and AD&D Plan Summary and Premiums

Oracle Input and Monitoring of Extra Service Appointments

Organization Structure Changes

Organization Structure Changes Timetable

Out-of-Pocket Expense Reimbursement

Ownership Change

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P

Paid Time Off: Holiday Leave

Paid Time Off: Personal Leave

Paid Time Off: Vacation Leave

Parking: Qualified Transportation Benefits Program

Participant Stipend versus Fellowship: Comparison Table

Participant Stipends Processing

Patent Costs Reimbursement Processing

Pay Cards: Enrollment and Payment Method Changes

Payroll Collections

Payroll Encumbering Process

Payroll Overpayment Account

Payroll Standard Operational Reports

Payroll Suspense, Other Activity & NIH Overage Award Numbers

Performance Appraisal Program for Administrative Employees

Personnel Files

Personnel Functions and Responsibilities

Phased Retirement

Placing Expenditures on Billing Hold

Create or Update Policies

Position Classification

Position Standards

Position Vacancy

Posting Notices

Post-Travel Review Checklist

Prescription Drug Plan: Coverage Overview

Prescription Drug Plan: Drugs Preferred by Medco

Prescription Drug Plan: Mail Service

Pretax Health Insurance: Flexible Benefits Program

Pre-Travel Checklist

Privacy and Security of Protected Health Information

Procedure for Reviewing Executive Compensation

Processing Employee Assignments with a Sponsor-imposed Salary Cap

Processing Prior Service Credit Requests

Processing Employee Assignments with a Sponsor-imposed Salary Cap

Processing Taxation and Exemption of Employee Payments to Nonresident Aliens

Processing Taxation and Exemption of Employee Payments to U.S. Citizens, Permane

Processing Taxation or Exemption of Fellowship Payments to Nonresident Aliens

Processing Taxation or Exemption of Fellowship Payments

Processing the SUNY Payroll (IFR and Cost Sharing) Appointment Change Form

Procurement Instruments

Project Related Property Insurance

Promotions

Property Control System

Property Disposition at Project Termination

Property Management Function: Overview

Property Reconciliation

Property that Generates Income

Providing Information to Employees at Termination

Purchase Order Guidelines

Purposes of Personnel Administration Procedure Groups

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Q

Qualifying Events Permitting Pretax Deduction Changes

R

Reasons for Disposition

Reasons for Tagging and Databases Changes

Receiving Goods and Services

Record Retention: Account Expenditure Records

Record Retention: Person-related Records

Record Retention: Project Administration Records

Recording and Reporting Occupational Injuries and Illnesses

Recording and Reporting Occupational Injuries and Illnesses Prior to 1/1/2002

Recordkeeping Requirements for Labor Condition Applications

Reduction-in-Force Severance Program and Payment for Administrative Employees

Refund to Sponsors

Regular Health Plan

Renewal Awards

Reporting Periods for Certification of Salary Distribution (Effort Reporting)

Request for Proposal Guidelines

Requesting Chancellor Approval for Exceptions to Policies

Requirements for Overtime Pay

Rescind an Award or Project

Research Management and Support Allocations

Resolving Allegations of Workplace Discrimination

Resolving Differences Between the GMS and the RFASI

Resolving Problems When Processing Charges Against an Award

Responsibilities and Access

Responsibilities for Certification of Salary Distribution (Effort Reporting)

Responsibilities for Managing Property

Retroactive Payroll Payments Processing

Returned Checks from Sponsors

Returning Receipts Deposited into an RF Bank Account in Error

Review Request for Goods, Services, or PaymentReview Request for Goods, Services, or Payment

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S

Salary and Wage Administration Functions and Responsibilities

Salary and Wage Cost Transfers

Salary Rules and Procedures for Bonus Payments 

Schedule of Mandatory Meal Periods for Nonexempt Employees

Selecting a Vendor or Independent Contractor Guidelines

Service Credit Accumulation Rules

Service, Facilities, and Third-party Recharge Award Administration

Shared and Cooperative Use of Property

Short-Term Disability and Use of Other Types of Leave

Short-term Disability: Claims Process

Signature Delegation Procedure

Social Security and Medicare Taxation

Solicitation Guidelines

Solving Problems in the Workplace

Sponsor Invoicing

Sponsor Salary Restrictions: Department of Defense

Sponsor Salary Restrictions: Including Clinical Practice

Sponsor Salary Restrictions: National Institutes of Health Limitations

Sponsor Salary Restrictions: National Institutes of Health, AHRQ, and SAMHSA

Sponsor-required Reports

Spousal Rights to Vested Retirement Accumulations

Stop Payment Procedure

Subrecipient/Vendor Relationship

Summary of Visa Types and Employability of Visa Holders

Summer-only Assignments

Summer-only Assignments: Redetermination

Supplier File: Reference Guide

Supplier File: Naming Standards

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T

Tagging and Recording Software

Tagging Property

Tax Forms and Publications: IRS, Social Security, and New York

Tax Statement Corrections to a 1042-S

Tax Statement Corrections to a W-2

Tax Statements

Tax Withholding Overview

Taxation and Reporting for Non-Salary Payments Guidance

Taxation and Reporting for Non-Salary Payments Procedure

Taxation Guidance on Employee Payments to Nonresident Aliens

Taxation Guidance on Employee Payments to U.S. Citizens, Perm Res and Res Aliens

Taxation Guidance on Fellowship Payments to Nonresident Aliens

Taxpayer Identification Number (TIN): Overview

Taxpayer Identification Number (TIN): Rules for Employees and Fellows

Taxpayer Identification Number (TIN): Rules for Miscellaneous Income Payments

Tolerances

Transaction Controls

Transaction Processing to an Award

Transferring Employees Between Operating Locations

Transferring Employees Within the Same Operating Location

Transmittal for Deposit

Tuition Waiver Program

Twenty Factors of the "Common Law Test"

Two, Three, and Four Way Matching

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U

Unallowable Cost Listing

Unemployment Insurance: Benefits

Unemployment Insurance: Claims Process

Unemployment Insurance: Eligibility Requirements

Unemployment Insurance: Maximum Weekly Benefit

Unemployment Insurance: Overview

Using Income Tax Treaties and Quick Reference Tables

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V

Verifying Credentials of Licensed Professionals

Verifying Credentials of New Employees

Vision Care Plan: Claims Process

Vision Care Plan: Claims Process Status and Appeals

Vision Care Plan: Eligibility for Coverage

Vision Care Plan: Waiting Period Requirements

Voluntary Termination of Employment

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W

Workers' Compensation Insurance

Workers’ Compensation Insurance: Benefits

Workers’ Compensation Insurance: Claims Process

Workers’ Compensation Insurance: Use of Sick Leave Accruals

Write-offs

X

Y

Z

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