Reference Guide for New Faculty

Last Updated:  6/19/15

The following information and instructions were compiled to assist new faculty with the college's business practices with regards to startup packages.

Cell Phone(s)

Computers

Financial Reporting

Lab Equipment

Lab Renovations

Lab Supplies

Office Space

Office Supplies

Personnel

Purchases/PCards

Startup Funds

Telephone/Ethernet

Travel

Websites

 


Cell Phone(s)

 

  • The need for cell phones for official University business must be justified by the faculty member and approved by the Dean. If approved, cell phone expenditures can be expensed to the faculty’s startup funds/PI overhead fund. Note: Cell phone expenditures cannot be charged directly to grant funds (e.g. AES Federal or State matching funds).

Computers

  • Ordered/purchased by the new faculty member using startup funds.
  • COLSA’s IT staff (phillip.hammond@unh.edu) should be consulted as needed.

Financial Reporting

  • The COLSA BSC provides ad hoc reporting as needed to the faculty. Please contact Catherine Heslin to request a copy of an updated report. (Catherine.Heslin@unh.edu or 603-862-0787).

Lab Equipment

  • Lab equipment, research supplies and computers are purchased/ordered by the faculty member and are funded via startup funds.
  • It is the new faculty member’s responsibility to consult with the manufacturer of specialized equipment and convey any requirements for special electrical, plumbing and/or HVAC needs to the Director of Finance, Administration and Facilities.

Lab Renovations

  • Unless stipulated in the faculty member’s offer letter or correspondence with the Dean (or his/her delegate), renovations to lab space (e.g. air conditioning, electrical needs, lab benches, painting, shelving, cabinets, etc.) are funded by the Dean’s Office R&R funds.  This is generally a one-time investment in the faculty member’s lab space.
  • All space renovations are overseen by the Director of Finance, Administration and Facilities so that the appropriate departments (e.g. Facilities, EH&S, etc.) are consulted for special electrical, plumbing and/or HVAC needs.

Laboratory Supplies

  • Ordered/purchased by the new faculty member using startup funds.

Office Space

  • New faculty members are generally provided with an office that has been recently painted and cleaned and includes a standard office desk.  Office furniture, books, journals, office computers/printers should be purchased from the faculty’s startup funds.  New faculty should consult with their administrative manager/coordinator to see if there is any surplus furniture available.
  • All space renovations are overseen by the Director of Finance, Administration and Facilities so that the appropriate departments (e.g. Facilities, EH&S, etc.) are consulted for special electrical, plumbing and/or HVAC needs.

Office Supplies

  • Basic office supplies (pens, file folders, pads of paper, etc) are provided by departments and new faculty should consult with their department’s administrative manager/coordinator.

Personnel

  • Staff (PAT, OS, PostDocs) and graduate assistantships are generally funded through the faculty’s startup funds for a set period of time (stipulated in the offer letter or correspondence with the dean).  Staff positions are generally budgeted, tracked and managed by the COLSA BSC management team for alignment with the faculty member’s startup package.
  • Faculty members should consult with a BSC manager regarding the appropriate steps in creating new staff positions or hiring people into staff positions.
  • Graduate assistantships are processed three times a year (fall, spring, summer).  Hiring lists are created by a designated admin in each department and then communicated to the COLSA BSC in a prescribed format for pertinent hiring information.
  • Student/Hourly (non-benefitted) – faculty members can consult with their designated BSC representative for the student/hourly hiring policies/procedures.

Purchases/PCards

  • Faculty members are expected to manage their availability of funds to ensure adequate funds are available for any and all expenditures. 
  • Every faculty member is assigned a primary BSC representative to assist with processing of invoices.
  • The COLSA BSC has a dedicated PCard (University Purchasing Card) administrator (Megan Pardy, Business Services Assistant II).  The PCard administrator can assist new faculty in deciding the types and quantities of PCards that will be needed by the faculty.  PCard training is required for all new card holders.

Startup Funds

  • Startup packages for new faculty members usually consist of multiple funding sources (NHAES funds, college operating funds, gift funds, etc.) making up the whole of the entire package.
  • Where possible, the COLSA BSC will create annual budgets to help new faculty members track parts or their entire startup package.
  • The COLSA BSC will maintain a complete summary of all startup commitments made to the new faculty member along with actual expenditures and balances.

Telephone/Ethernet

  • All faculty members are generally provided one telephone and one wired Ethernet connection in their office via departmental support funds.  Availability of wireless internet coverage and/or departmental policy and procedure may determine the actual number of connections that are supported by the department.

Travel

  • Foreign travel requires prior approval before traveling.  The travel preapproval form is available through the COLSA BSC website.
  • Faculty should consult with the BSC PCard administrator prior to using PCards for travel.

Websites