Spectrum Operations & Navigational Guide (SONG)
Contents
1. Signature of Requester of Reimbursement Employee Certification for Reimbursements I do solemnly affirm under criminal penalty of a felony for false statements subject to punishment by a fine of not more than 1 000 or by imprisonment for not less than 1 year nor more than 5 or both that the attached registration invoice receipt is for institutional purposes only and that reimbursement or payment has not been previously requested and or paid by any other source Signature of Requester of Reimbursement Travel Voucher Online gt Refer to user manual Paper Process Not available Departments should enter travel vouchers and have them approved through workflow prior to trip Questions gt Call Disbursements at 1 3343 or 1 3369 Consultant Payments of less than 2 500 or 1 Day or Less Partial Online Process expense shows in budget immediately gt Department completes Payment Request form Attachment 7 gt Department completes online express voucher refer to user manual If vendor number is not in database contact Purchasing to add vendor with social security or FEI gt Department writes Voucher I D number obtained from online express voucher in upper right corner of the Payment Request form payment Paper Process If immediate expense of the consultant fee is not necessary Online express voucher electronically2. gt Write Voucher I D number obtained from online express voucher on Voucher I D transmittal sheet VID Attachment 5 gt Staple VID to upper left corner of invoice See panel below to locate voucher number gt Send invoice with attached VID to Disbursements 400A Sparks Hall for processing gt If requesting employee reimbursement for registration for another person the registrant must sign the Employee Certification for Reimbursements Attachment 6 Paper Process gt Department completes Payment Request form Attachment 7 with appropriate signatures gt Department sends Payment Request form with invoice to Disbursements for payment Questions gt Call Disbursements at 1 3368 or 1 3370 Enter Youcher Information Use Express Youcher 0 x File Edit View Go Favorited Use Process Inquire Report Help gjelle ja awl aa SE 2131 v Invoice Information Schedule Ph yment Record Payment Approvals and Matching Accounting Information Currency lt gt Unit GSUFS oucher V00000195 Group Lines 1 Balance 0 00 ShortName A C WHITE Loc 1 A C White Moving Systems 6000 Wheaton Drive Vendor 580629390 1099 tii Ni Atlanta GA 30336 Terms NET30 SJ Gross 50 00 USD Use SJ 0 00 Inv Date 0370321999 Freight 0 00 Qj Sales 0 00
3. Questions p Call the Cashier s Office at 1 2428 or 1 2429 Attachments Petty Cash Reimbursement Form Petty Cash Advance Form Deposit Remittance Form Gy Gec rga State University Attachment 11 PETTY CASH REIMBURSEMENT Date Issued For Non Encumbered Goods Deliver in Person To University Cashier Voucher Number 100 Sparks Hall Hours 9am 4pm 404 651 2428 or 404 651 2429 Vendor Name amp Remittance Address Department Name Individual Receiving Reimbursement Panther Card ID Number of Individual Receiving Reimbursement Social Security FEI Number Contact Telephone Receipt Invoice Information Invoice Date Invoice Invoice Number Gross Amount Sales Freight Description Date Goods Received Tax Total Amount Please attach all supporting documentation Original receipt invoice must be marked PAID Distribution 6 2 9 4 5 Pd 4 5 Certification I do solemnly affirm under criminal penalty of a felony for false statements subject to punishment by a fine of not more than 1 000 or by imprisonment for not less than one year nor more than five or both that the statements are true and that the described item s is are for institutional purposes only and that reimbursement or payment has not been previously requested and or paid by Georgia State Univ
4. Invoice System Test Riecnteed 0320321999 Type PRI Proi a3006 JEJ m E Distribute by jam 1 ID Reference Amount Item ID Description Quantity UOM Unit Price 50 00 Test 1 0000 EA 50 00000 SpeedChart Amount Account Fund Org Program Sub Cls BY Project m 50 00 714000 10 TTI 1110 m 1993 L Unit Rate Openltem rosso Suspense gt gt C ee mmm E Invoice Information Update Display Voucher LD Transmittal Sheet Date 7 1 99 Voucher ID 00000195 Attachment 5 Voucher I D Transmittal Sheet Voucher I D Transmittal Sheet Date Date Voucher ID Voucher ID Voucher I D Transmittal Sheet Voucher I D Transmittal Sheet Date Date Voucher ID Voucher ID Voucher I D Transmittal Sheet Voucher I D Transmittal Sheet Date Date Voucher ID Voucher ID Voucher I D Transmittal Sheet Voucher I D Transmittal Sheet Date Date Voucher ID Voucher ID Attachment 6 Employee Certification for Reimbursements I do solemnly affirm under criminal penalty of a felony for false statements subject to punishment by a fine of not more than 1 000 or by imprisonment for not less than 1 year nor more than 5 or both that the attached registration invoice receipt is for institutional purposes only and that reimbursement or payment has not been previously requested and or paid by any other source
5. Residency Status for Tax Purposes Is the payee a US Citizen or Permanent Resident Alien Green Card holder Yes No If yes circle the status and process for payment If no complete the Foreign National Information Form and include it with the Consultant Requisition form submitting both to Disbursements Account Number to Charge use Speedtype or Account Distribution below Year Estimated Expenses Line Category ACCOUNT Description Amount 1 75103 751103 Consultant Contract 2 75210 752100 Per Diem amp Fees Reimbursement Total Comments Approvals Requestor Date Telephone Department Head Date Other Approving Authority Date If you have any questions please call Disbursements at 1 3340 Last updated 2 11 02 Petty Cash Reimbursement Petty Cash Advances Deposits Online gt Not Available Paper Process gt Department completes the appropriate form see Attachments 11 13 with the Spectrum account number The numbers that should be included are Fund Program Department SubClass Budget Period if applicable Project and Account All signatures must be legible gt Department brings form and necessary supporting documentation to the Cashier s Office Receipts and check deposits that are more than 30 days old require written explanation from the department business manager and or project directors
6. criminal penalty of a felony for false statements subject to punishment by a fine of not more than 1 000 or by imprisonment for not less than one year nor more than five or both that the statements are true and that the advance is for institutional purposes only By signing the voucher the individual is certifying that he she is authorized on the ChartField combination s that the advance is appropriate to the ChartField combination s being charged and the advance will be used for legitimate expenses within the University guidelines Signature of Authorized Individual Cashier s Use Only Receipt Number Gy GeorgiaState co University Attachment 13 DEPOSIT REMITTANCE FORM Date Deposit Made Deliver in Person To University Cashier 100 Sparks Hall Hours 9am 4pm 404 651 2428 or 404 651 2429 Department Making Deposit Department Name Organization Number 9 digits Person Making Deposit Contact E mail Contact Telephone Signature of Person Making Deposit Source of Funds Explanation of Deposit Deposit Composition Amount Currency USD Coins USD Cash Subtotal Checks List Each Check Separately Below or Attach Check Log Total Deposit Distribution 6 2 9 4 4 Total Deposit List of Checks Deposited Check Date Check Number Remitte
7. for whatever reason the University shall have the right to terminate this Agreement on thirty 30 days written notice to Consultant Termination a Each party has the right to terminate this Agreement immediately if the other party breaches is in default of any obligation hereunder or otherwise performs the Services in an unsatisfactory manner b The University may terminate this Agreement immediately by written notice to Consultant and may regard Consultant in default of this Agreement if Consultant becomes insolvent makes a general assignment for the benefit of creditors files a voluntary petition of bankruptcy suffers or permits the appointment of a receiver for its business or assets or becomes subject to any proceeding under any bankruptcy or insolvency law whether domestic or foreign or has wound up or liguidated business whether voluntarily or otherwise c Either party may terminate this agreement without cause with thirty 30 days written notice to the other party However if Consultant terminates the University will have no further financial obligation to Consultant after the date of the notice of termination Funding Notwithstanding any other provision of this Agreement the parties agree that the charges payable hereunder by the University are payable solely from appropriations made by the General Assembly of the State of Georgia In the event such appropriations are determined in the sole discretion of the chief operating
8. individual it hereby certifies that 1 A drug free work place will be provided for the Consultant s employees during the performance of this Agreement and 2 It will secure from any subcontractor hired to work in a drug free work place the following written certification As part of the subcontracting agreement with Consultant s Name Subcontractor s Name certifies to Consultant that a drug free work place will be provided for subcontractor s employees during the performance of this Agreement pursuant to paragraph 7 of subsection B of Official Code of Georgia Annotated Section 50 24 3 c Consultant may be suspended terminated or debarred if it is determined that 1 Consultant has made false certification herein 2 Consultant has violated such certification by failure to carry out the requirements of Official Code of Georgia Annotated Section 50 24 3 17 18 20 21 22 23 Non Discrimination The Consultant shall not discriminate against any individual on the basis of age race color religion national origin sex or disability Further the Consultant agrees to comply with all non discriminatory laws and policies to which the University is subject The University provides accommodations for the disabled as reguired by law However Consultant agrees to be solely responsible for all costs and expenses associated with any such accommodation s related to this Agreement and without limitation the Scope of W
9. officer of the University to no longer exist or to be insufficient with respect to the charges payable hereunder this Agreement shall automatically and immediately terminate without further obligation of the University as of that moment Taxes Consultant will pay all taxes lawfully imposed upon it with respect to the Services or this Agreement including but not limited to all federal and state unemployment taxes FICA and income taxes The Consultant certifies that a the tax identification number listed is correct b he she is not subject to backup withholding according to the Internal Revenue Service rules and regulations Assignment Consultant shall not assign or subcontract the whole or any part of this Agreement without the University s prior written consent Site of Services Consultant will perform the Services at a location other than the University s premises if possible If the Services are such that in the University s sole discretion they must be performed on the University s premises the University will provide Consultant office space and facilities to the extent the University deems it necessary to perform the Services Drug Free Work Place a If Consultant is an individual he or she hereby certifies that he or she will not engage in the unlawful sale distribution dispensation possession or use of a controlled substance or marijuana during the performance of this Agreement b If Consultant is an entity other than an
10. Gy GeorgiaState University GEORGIA STATE UNIVERSITY 0 0 Spectrum Operations amp Navigational Guide SONG 0 0 GEORGIA STATE UNIVERSITY Georgia State University Spectrum System Spectrum Operations amp Navigational Guide SONG Here is a composite picture of the reengineered business processes that have interactions with the Spectrum System Several processes are self contained in the system and the user manuals provide instructions on how to complete these processes However there are some processes that require the user to perform functions outside the Spectrum System Attached are summaries of these processes and the steps that are required in each process both in and out of the system Please note that all forms referenced in this document can be found on the Spectrum System website at http www gsu edu spectrum In order to help you further the forms have been attached to each process sheet Purchase Requisition Online Process gt Refer to user manual Paper Process gt Complete Purchase Requisition Form Attachment 1 p Deliver to Purchasing 9 Floor One Park Place for processing Questions gt Call Purchasing at 1 2330 Attachment Purchase Requisition Form Gy Sema
11. If you have any questions please call Purchasing at 1 2330 Gy Gec rga State University Attachment 3 TRAVEL PROJECT ADVANCE Date Issued Send To Office of Disbursements Voucher Number 400 A Sparks Hall For Disbursements Use Only 1 2323 or 1 3340 Please allow 5 business days for processing Name amp Remittance Address of Individual Receiving Advance Department Name Contact Telephone Contact Email Address Panther Card ID Travel Requisition Voucher Number Required for Travel Advance Reason for Advance Date Check Needed Return Completion Date Settlement Date 30 Calendar Days After Return Completion Date Distribution 6 2 9 Pd 4 5 Total Advance Requested O certify that the above information is correct and that I will abide by all rules I approve of the issuance of this advance and will assist in the collection if any and regulations regarding such advances delinquency occurs O Iwill account for this advance within THIRTY 30 CALENDAR DAYS after the completion of the trip activity I authorize the Human Resources Payroll Office to deduct from my paycheck s stipend s any advances paid and not accounted for within THIRTY 30 CALENDAR DAYS after the completion date of the trip activity O Iwill return any unused funds promptly I will prepare a Deposi
12. State Attachment 1 na tate Date Aniversity Req PO PURCHASE REQUISITION Please type or print the following information Recommended Vendor amp Telephone Requestor Telephone Delivery Location Ship To Due Date Account Number to Charge use Speedtype or Account Distribution below Account Fund Department Program Subclass Budget Period Project Speedtype Requested Items Unit Unit of Extended Line Description Oty Price Measure Price Total Comments Approvals Reguestor Date Department Head Date Other Approving Authority Date If you have any questions please call Purchasing at 1 2330 Travel Requisition amp Reimbursement Process Travel Requisition Online Process gt Refer to user manual REQUISITIONS SHOULD ONLY BE USED FOR BLANKET TRAVEL PER SEMESTER Paper Process Complete Travel Authorization Requisition Form Attachment 2 Deliver to Purchasing 9 Floor One Park Place for processing Questions gt Call Purchasing at 1 2330 Travel Advance amp Settlement Online Process gt Not available Paper Process Department completes Travel Project Advance Form Attachment 3 Submit form to Disbursements who will issue the traveler the advance payment Settle your account promptly If the amount of the expenditure is greater than the travel advance you will receive a net
13. be an employee of the University The University is hereby contracting with Consultant for the Services and Consultant reserves the right to determine the method manner and means by which the Services will be performed Consultant is not reguired to perform the Services during a fixed hourly or daily time and if the Services are performed on the University s premises then Consultant s time spent at the premises is to be at the discretion of Consultant subject to the University s normal business hours and security reguirements Consultant hereby confirms to the University that the University will not be reguired to furnish or provide any training to Consultant or to any employees of Consultant in order to enable Consultant to perform the Services The Services shall be performed by Consultant and the University shall not be reguired to hire supervise or pay any assistants to help the Consultant perform the services The order and seguence in which the work is to be performed shall be under the control of Consultant Except to the extent that Consultant s work must be performed on or with the University s resources all eguipment used in providing the Services shall be provided by the Consultant The University will not withhold any amount that would normally be withheld from an employee s pay and neither Consultant nor any employee of Consultant shall participate in any benefits of any sort which the University offers to its employees b Inasmuch a
14. ct Advance Form Travel Expense Statement Attachment 2 Gy Date GeorgiaState TRA University v TRAVEL AUTHORIZATION For Blanket Travel Only Please type or print the following information Traveler s Name Traveler s ID Traveler s Address 1 Traveler s Address 2 Travel to Travel Dates Purpose of trip Expenses to be charged to Department Project Classes duties in my absence will be handled by Account Number to Charge use Speedtype or Account Distribution below Fund Department Program Subclass Budget Project Speedtype Period Estimated Expenses Line ACCOUNT Description Amount 1 64010 Employee Travel 2 64010 Airfare for Employee Travel 3 64010 Ground Transportation 4 64010 Personal Automobile Mileage 5 64010 Lodging for Employee Travel 6 64010 Meals with Employee Travel 7 64010 Tips not for meals 8 64010 Other Employee Travel Expenses 9 64010 Travel Agency Payment Total Comments Approvals Reguestor Date Telephone Department Head Date Other Approving Date Authority This authorization does not imply automatic approval of individual items of expense but serves the purpose of approving the trip and determining the sufficiency of funds within the Department s budget Actual expenses will be reimbursed in accordance with GSU travel regulations
15. e Payment Request form submitting both to Disbursements Invoice Information Invoice Date Date Invoice Date Goods Invoice Number Gross Amount Sales Freight Description Received Received Tax Distribution 6 2 9 4 5 4 5 Please attach all supporting documentation Certification 1 do solemnly affirm under criminal penalty of a felony for false statements subject to punishment by a fine of not more than 1 000 or by imprisonment for not less than one year nor more than five or both that the statements are true and that the described item s is are for institutional purposes only and that reimbursement or payment has not been previously requested and or paid by Georgia State University and that payment has not been requested and or paid by any other source The Governor s Executive Order requires that all invoices be paid within thirty 30 days of the later of 1 the date of the invoice 2 receipt of goods or 3 receipt of invoice A memo of explanation must accompany all requests for payments that do not meet these criteria Performance of Services Description of Service s Date s of Service s Type of Service Consultant Visiting Lecturer Non Employee Reimbursement Other Except for extraordinary circumstances all payments must be mailed to vendors If payment is not to be mailed to vendor list name of individual who will pick up check Include tele
16. ent for Finance and Administration for signature Attachment 8 STATE OF GEORGIA Consultant Requisition COUNTY OF FULTON Workflow Complete Yes No CONSULTING AGREEMENT THIS AGREEMENT hereinafter referred to as the Agreement made by and between the Board of Regents of the University System of Georgia by and on behalf of Georgia State University hereinafter referred to as the University and whose principal place of business is located at hereinafter referred to as Consultant WHEREAS the Consultant desires to provide consulting services to the University as described herein NOW THEREFORE in consideration of the mutual covenants and promises contained herein the parties agree as follows 1 Services Consultant agrees to perform for the University the services set forth in the Statement of Work section of Exhibit A which is attached hereto and hereby incorporated by reference Such services are hereinafter referred to as the Services No other services shall be performed unless this Agreement is amended as hereinafter provided 2 Payment The University shall pay Consultant for Services in accordance with the Payment Schedule contained in Exhibit A within thirty 30 days after receipt of Consultant s invoice provided that the Services invoiced for have been accepted by the University as hereinafter provided 3 Independent Contractor a Consultant is an independent contractor and shall not be deemed to
17. ersity and that payment has not been requested and or paid by any other source The Governor s Executive Order requires that all invoices be paid within thirty 30 days of the later of 1 the date of the invoice 2 receipt of goods or 3 receipt of invoice A memo of explanation must accompany all requests for reimbursement that do not meet these criteria By signing the voucher the individual is certifying that he she is authorized on the ChartField combination s that the charges are appropriate to the ChartField combination s being charged and the charges are legitimate expense within the University guidelines Signature of Authorized Individual Cashier s Use Only Receipt Number Gy GeorgiaState University Attachment 12 PETTY CASH ADVANCE Date Issued For Non Encumbered Goods Deliver in Person To University Cashier Voucher Number 100 Sparks Hall Hours 9am 4pm 404 651 2428 or 404 651 2429 Name amp Remittance Address of Individual Receiving Advance Department Name Contact Telephone Social Security Number Amount of Advance Reguest Reason for Advance Distribution 6 2 9 4 5 Pd 4 5 Certification I certify that an acknowledgement statement supports the advance request listed above All cash advances will be settled within 3 business days I do solemnly affirm under
18. goes through Spectrum System workflow Upon completion of work consultant signature and authorized individual signature department sends Payment Request form to Disbursements for gt Department completes Payment Request form with appropriate signatures gt Upon completion of work consultant signature and authorized individual payment Questions gt Call Disbursements at 1 3344 Attachment Payment Request Form signature department sends Payment Request form to Disbursements for Gy GeorgiaState So University A Attachment 7 PAYMENT REQUEST Date Issued For Non Encumbered Goods Less Than 5 000 Registrations Employee amp Non Employee Reimbursements amp Services For 1 Day or Less Than 2 500 Send To Disbursements Voucher Number 400 A Sparks Hall Vendor Name amp Remittance Address Department Name Requestor Initiator Requestor Initiator E mail Social Security FEI Number Requestor Initiator Telephone Panther Card ID for Employees Students State of Georgia Employee Yes No Federal Employee Yes No Please check the appropriate response Please check the appropriate response Residency Status for Tax Purposes Is the payee a US Citizen or Permanent Resident Alien Green Card holder Yes No Ifyes circle the status and process for payment Ifno complete the Foreign National Information Form and include it with th
19. l to the greatest extent possible be deemed goods within the meaning of the Uniform Commercial Code of Georgia Non profit Organization Ifthe Consultant is or is a member of a non profit organization consultant warrants that it is in compliance with the requirements of O C G A 50 20 1 et seq regarding state government relations with nonprofit contractors Entire Agreement This Agreement constitutes the entire agreement between the parties with respect to the subject matter This Agreement may be amended but only upon advance mutual written agreement by the parties IN WITNESS WHEREOF the parties have executed this Agreement on the date last written below AGREED TO BY THE BOARD OF REGENTS OF THE UNIVERSITY SYSTEM OF GEORGIA BY AND ON BEHALF OF GEORGIA CONSULTANT required STATE UNIVERSITY required Signature Signature Printed Name Printed Name Title Title FEI SS Date Exhibit A L Statement of Work The Consultant agrees to provide the following consulting services to the University Must specifically detail the work to be done II Payment Schedule The University agrees to pay the Consultant for the satisfactory performance of the work detailed herein the total sum of to be paid as follows III Term The term of this Agreement shall commence on and terminate on unless otherwise terminated in accordance with other provisions of this Agreement Further this Agreement is
20. mployee Travel Reimbursement CENTRAL WMP 7 ef v0000EA ef 2001000 54400 jpJtodaing for Traver_ demo wf sf Line Details Line Defaults Schedule Comments Fom 1 Tof 3 Requisition Form Update Display L lt lt lt Enter Youcher Information Use Express Youcher 0 X File Edit View Go Favorites Use Process Inquire Report Help aleez al BS Sl IEI AASI I Z Invoice Information Schedule Payment Record Payment Approvals and Matching Accounting Information Currency 4 gt 00123456 _2 Our Lines 1 Balance 000 gt j Loc fooooor gt j Vendor Addr 13 Terms no j 23 Gross 7 00 isp Use 2 0 00 Sales 00 Oy Date au Schedule Freight 0 00 O Type Invoice Et TETTNIMTITETT aa I EVE 0812012003 Distribute by Amt 1 MI gt Id Reference 0 g gt Youcher Unit GSUFS Name Amount Item Description Quantity UOM Unit Price 7 00 overpayment of 1 0000 EA j 7 00000 Amount Account Fund DeptiD Program Class Bdgt Pd 7 00 132300 20 fi 10 1210 64000 2000 asurs ali 1 00000000 000507929 1 0000 Invoice Information Update Display L ProjlGrt GL Unit Exch Rate Openltem Quantity Suspense J Attachments Travel Authorization Requisition Form Travel Proje
21. n any way infringe upon the rights of third parties including proprietary information and non disclosure rights or any trademark copyright or patent rights e Consultant is the lawful owner or licensee of all proprietary material or intellectual property used in the performance of the Services contemplated herein such programs have been lawfully developed or acquired by the Consultant and the Consultant has the right to permit the University access to or use of such intellectual property or proprietary material f with respect to any Consultant personnel designated as Key Personnel in Exhibit A the assignment of Consultant personnel to perform the Services will be continuous throughout the term of the Agreement except in the case of the termination of employment of any such Key Personnel by Consultant g Consultant shall assign to the University the manufacturers warranties for material furnished to the University by the Consultant h Consultant will screen all employees supplied to the University by Consultant in the performance of Consultant s services to ensure that each employee is fully qualified to perform the Services and if required by law or ordinance is validly licensed and or has obtained all requisite permits to perform such Services for the University Proprietary Information Consultant acknowledges that in order to perform the Services called for in this Agreement it may be necessary for the University to disclose t
22. n carrier unless specifically authorized in advance of the trip Purpose of the trip attach prior approval form if applicable Please check if traveling under standing authorization SUMMARY AND SWORN STATEMENT Summary of Reimbursement Statement of Traveler Total Food Ido solemnly swear under criminal penalty of a felony for false statements subject to Total Lodging punishment by a fine of not more than 1 000 or by imprisonment for not less than 1 Total Airfare attach passenger ticket copy year nor more than 5 years or both that the above statements are true and I have Total Airfare to AAA travel agency incurred the described expenses amp state use mileage in the discharge of official duties Total mileage 28 cents mile for the State and have not been reimbursed and have not filed nor will file for Total miscellaneous expense reimbursement for any other source for said expenses Total Travel Expenditure Traveler s Signature Date Travel Advance Net Reimbursement Due Authorized Approver Date for Budget Unit Required Must be different from traveler Send to department residence other Express Voucher Department receives invoice for non personal service item s for less than 5 000 same as current process Partial Online Process gt Department completes online express voucher refer to user manual
23. nt s employees and subcontractors shall supply all assistance reasonably requested in securing for the University s benefit any patent copyright trademark service mark license right or other evidence of ownership of any such intellectual property and will provide full information regarding any such item and execute all appropriate documentation prepared by the University in applying or otherwise registering in the University s name or in the name of any cooperative organization of the University all rights to any such item The University does not grant any licenses to Consultant to use any intellectual property developed under this Agreement Term The term of this Agreement shall be as set forth in Exhibit A attached hereto Warranty Consultant warrants that in performing the Services a Consultant will strictly comply with the descriptions and representations as to the Services including performance capabilities accuracy completeness scheduling characteristics specifications configurations standards functions and requirements which appear herein and Consultant and any employees of Consultant will perform the Services on time Consultant s products if any will conform to generally applicable standards in the industry c the Services will not be in violation of any applicable law rule or regulation and Consultant will obtain all permits required to comply with such laws and regulations d the Services will not violate or i
24. o perform all obligations owed to Consultant employees including any claim Consultant s employees might have or make for privilege compensation or benefits under any employee benefit plan and 4 any and all sums that are due and owing by Consultant to the Internal Revenue Service for withholding FICA and unemployment or other state and federal taxes b Consultant s obligation to indemnify any Indemnified Party will survive the expiration or termination of this Agreement by either party for any reason Acceptance of Services Consultant shall provide written notification of completion of any deliverables or other performance of services to the University The University shall have thirty 30 days from the 10 11 12 13 14 15 16 date of receipt of the notice of completion to provide Consultant with written notification of acceptance or rejection due to unsatisfactory performance Consultant shall as guickly as is practicable correct at its expense all deficiencies caused by Consultant its employees agents contractors or subcontractors Key Personnel In the event that any Key Personnel are listed in Exhibit A the parties agree that such personnel are essential to the Services offered pursuant to this Agreement and are not employees of the University or relatives of such employees The parties further agree that should any such Key Personnel no longer be employed by Consultant during the term of this Agreement
25. o Consultant certain Proprietary Information in the possession of the University Consultant further acknowledges that the Services including any deliverables may of necessity incorporate such Proprietary Information In that event Consultant agrees that it shall not disclose transfer use copy or allow access to any such Proprietary Information identified as such orally or in writing to any employees or to any third parties excepting those who have a need to know such Proprietary Information in order to allow Consultant to perform the Services and who have executed a non disclosure agreement consistent with the provisions herein Indemnification a Consultant does hereby indemnify and shall hold harmless the University and the Board of Regents of the University System of Georgia and their members agents servants and employees each of the foregoing being hereinafter referred to individually as Indemnified Party against all claims demands causes of action actions judgments or other liability including attorneys fees other than liability solely the fault of the Indemnified Party arising out of resulting from or in connection with this Agreement including but not limited to 1 the violation of any third party s trade secrets proprietary information trademarks copyright patent rights or other intellectual property rights 2 all injuries or death to persons or damage to property including theft 3 Consultant s failure t
26. ork to be performed hereunder Notwithstanding any other provision of this Agreement the University reserves the right to change the Statement of Work as set forth in Exhibit A of this Agreement to better meet the needs of the disabled and reserves the right to immediately cancel this Agreement due to the University s inability to provide such accommodation s Insurance Consultant shall insure against all losses and damages which are the result of or the fault or negligence of the Consultant its agents servants members employees contractors and subcontractors Consultant shall at the time of the execution of this Agreement furnish the University with a copy of said policy or a certificate that such insurance has been issued naming the Board of Regents of the University System of Georgia by and on behalf of Georgia State University as the Certificate Holder Waiver The waiver by the University of any breach of any provision contained in this Agreement shall not be deemed to be a waiver of such provision on any subseguent breach of the same or any other provision contained in this Agreement Any such waiver must be in a properly signed writing in order to be effective and no such waiver or waivers shall serve to establish a course of performance between the parties contradictory to the terms hereof Applicable Law This Agreement shall be governed by the laws of the State of Georgia Uniform Commercial Code All Services performed hereunder shal
27. phone number I certify that I have not received reimbursement from another source s for any as a result of a failure to report all interest or dividends or the IRS has notified me expenses services claimed In the event payment is received from another source s that I am no longer subject to backup withholding and for any portion of the expenses services claimed I assume responsibility for 2 The gross amount is accepted as payment in full repaying the University in full for those expenses Additionally I certify By signing the voucher the individual is certifying that he she is authorized on the 1 The number shown on this form is my correct tax identification number and I ChartField combination s that the charges are appropriate to the ChartField am not subject to backup withholding either because I have not been notified combination s being charged and the charges are legitimate expenses within the by the Internal Revenue Service IRS that I am subject to backup withholding University guidelines Signature of Payment Recipient Telephone Number Signature of Authorized Approver for Budget Unit Required amp must be different than requestor above Last Updated 12 9 03 If you have any questions please call Disbursements at 1 3340 Consulting Agreements Up To 25 000 Online Process gt Department completes Consulting Agreement Attachment 8 with Exhibit A An Exhibit A template Statement of Wo
28. r s Name Amount Total Amount of Checks Listed Cashier s Use Only CRV Number Receipt Number Timesheets Online gt Not Available Paper Process gt Department completes timesheets using their Spectrum account number or speedtype The numbers that should be included are Fund Program Department and if applicable Project P Send timesheets to Human Resources Questions gt Call Human Resources at 1 2380 Budget Amendments J ournal Entries and Workflow Approval Routings Three processes remain unique to each college or vice presidential area and users should continue to follow the business processes established by their Campus Rollout Team member These processes are 1 Establishing or amending organization budgets 2 Processing general ledger journal entries and 3 Changes in workflow approval routings Campus Rollout Team members can be found on the Spectrum website at www gsu edu spectrum on the Communications page
29. reimbursement after the travel expense statement has been processed gt If the amount of the expenditures is less than the travel advance return the excess advance amount by completing the Deposit Remittance Form Attachment 12 with speedtype and acct 132300 and submit with amount due to Cashier s Office Attach the receipt from the Cashier s Office to the Travel Expense Statement and send to Office of Disbursements Questions p Call Disbursements at 1 3343 or 1 3369 Continued on next page Travel Requisition amp Reimbursement Process Cont d Travel Expense Statement Online Process p Not available Paper Process gt Complete Travel Expense Statement Attachment 4 e Reference the travel requisition travel voucher number eAttach original supporting documentation See panels below to locate requisition or voucher number Questions gt Call Disbursements at 1 2323 or 1 3340 Requisition Items Use Requisitions File Edit View Go Favorites Use Process Inquire Report Help e SE aaa Ge EIISEI EIEI amp de Details Form Defaults Activities Status Origin Z Organization Open z DRG Kit er Moorman Tom 612250000 Catalog Line Item Category Quantity Desc UOM Z ShipTo Price Z Date Com 1 1 0000 JEA 500 00000 j a Za nooo 64400 Bf E
30. renewable upon the advance written mutual agreement of the University and the Consultant IV Key Personnel Key personnel non University personnel only for this Agreement are as follows Attachment 9 Consultant Payment Authorization CPA Form Date Consultant Req Partial Payment Final Payment The services described in the attached invoice have been satisfactorily performed and payment is authorized Signature of Requester of Services Consultant Payment Authorization CPA Form Date Partial Payment Consultant Reg Final Payment The services described in the attached invoice have been satisfactorily performed and payment is authorized Signature of Reguester of Services Consultant Payment Authorization CPA Form Date Consultant Reg Partial Payment Final Payment The services described in the attached invoice have been satisfactorily performed and payment is authorized Signature of Reguester of Services Attachment 10 N y Date Ge TYIa State University CONSULTANT REOUISITION Please type or print the following information Consultant s Name SSN or FEI Address City State ZIP Code State of Georgia Employee Federal Employee Employer s Name Expenses to be charged to Department Project
31. rk et al will be provided by Legal Affairs gt Legal Affairs must review any non standard agreement or changes to the Consulting Agreement gt Department completes online requisition with Exhibit A in comments on header panel refer to user manual gt Department writes requisition number obtained from online consultant requisition on Consulting Agreement in upper right corner v Online requisition electronically goes through Spectrum System workflow Send consulting agreement to the last workflow approver before the Dean VP Last workflow approver initials consulting agreement Consulting Agreement is sent to the Dean or Vice President for signature Consulting Agreement is sent to Disbursements 400A Sparks Hall Department receives invoice for consultant services v Y Y Y YV Vv Department completes Consultant Payment Authorization form Attachment 9 and staples to upper left corner of invoice gt Department sends invoice with attached Consultant Payment Authorization form to Disbursements for payment Consultant Payment Authorization CPA Form Date Consultant Req O Partial Payment O Final Payment The services described in the attached invoice have been satisfactorily performed and payment is authorized For Consultant Reguisitions greater than 25 000 00 and less than 250 000 00 in addition to above send to Vice Presid
32. s the University and Consultant are contractors independent of one another neither has the authority to bind the other to any third person or otherwise to act in any way as the representative of the other unless otherwise expressly agreed to in a writing signed by both parties hereto prior to any such act or representation Consultant agrees not to represent himself or herself as the University s agent for any purpose to any party or to allow any employee of Consultant to do so unless specifically authorized in advance and in writing to do so and then only for the limited purpose stated in such authorization Consultant shall assume sole and full liability for any contracts or agreements Consultant enters into on behalf of the University without the express prior written consent of the University 4 Intellectual Property Rights Consultant agrees that all patentable or copyrightable ideas writings drawings inventions designs parts machines processes computer software together with any related documentation source code or code object codes upgrades revisions modifications and any related materials developed as a result of or in the course of Services rendered to the University by Consultant or any employee or employees of Consultant during the term of this Agreement shall be the property of the University Consultant herewith assigns all rights in such intellectual property to the University and shall and will ensure that Consulta
33. t Remittance Form submit it to the University Cashier 100 Sparks Hall and attach the receipt from the Cashier s Office to the Travel Expense Statement and forward to the Office of Disbursements Authorized Approver for Budget Unit Required Must be different Recipient Date from Requestor Date Mail Check EFT Attachment 4 GEORGIA STATE UNIVERSITY TRAVEL EXPENSE STATEMENT Note Please enter information in the non shaded boxes only Name of Traveler Requisition Voucher Number Address Title Department Phone Number City State Zip Panther Card ID Date amp Time Departed Date amp Time Returned DAILY EXPENSES an Food Tota Toul Pod J Point Visited attach receipt actual incl tip actual incl tip actual incl tip amp Lodging Use Only Aare Parra Parra Parra Parr Parra MISCELLANEOUS EXPENSES Expense Transportation Lodging Shuttle attach PLEASE PLEASE receipt for gt 25 EXPLAIN EXPLAIN Aarre Parco Aarre Aarre Aarre Aarra Parr MILEAGE RECORD Personally owned automobile and aircraft GA auto license Miles Traveled mon To PAA aircraft license Toal Personar J State Use _ Total Miles Traveled for State Purpose Please note that transportation outside of the state will be by commo
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