Research Foundation Procedures and Guidance

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1042-S Noncitizen Special Info Type (SIT) Monitoring
1099-MISC and 1042-S Accounts Payable Monitoring
A
A-110 Excerpts: Procurement Standards
A-133 Monitoring Subrecipients
A-21 Excerpts: Unallowable Costs
Accounts Receivable Invoice Issues
Acquisition of Property
Adding Property Records to the PCS
Administering Human Resources Policies and Procedures During an Extended Health Crisis
Administering Letter of Credit Sponsored Program Accounts
Administration of Fellowships
Administration of Industrial Relationships - Guidelines
Administrative Property Insurance
Agency Agreements
Allocating Part of an Award to Another Campus or Department within SUNY
American Express Business Travel Account (BTA): How to Complete the Applications
American Express Corporate Purchasing Card: How to Complete Corporate Card Forms
American Express Corporate Purchasing Card: How to Complete the Application and Worksheets
American Express Corporate Purchasing Card: How to Complete the Employee and Department Applications
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
Balancing Cash Receipts
Basic Retirement Contributions During Leave, at Termination, and Upon Return to RF Employment
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 Death
Benefits Continuation: After Retirement
Benefits Continuation: COBRA
Benefits Continuation: During Leave
Benefits Continuation: When Disabled
Benefits Continuation: Young Adult Option
Benefits Open Enrollment
Benefits Processing Administrator Guide
Break-In-Service Rules for Nonvested Employees

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C
Calculating Drawdown Amounts
Campus Central Stores and Service Centers
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 RF and SUNY 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 Coverage Continuation
College Savings Program (529 Plan)
Compensation at Termination of Employment
Compensation Reporting
Completing and Monitoring Attendance Reports Procedure
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
Completing the Certificate of Income Tax Treaty Exemption Form (IRS Form W-8BEN)
Conflicts of Interest - Managing Guidelines
Condition Change (Property)
Continuation of Benefits: Overview
Contracts with State Agencies
Contributions Made on Sick Leave Accruals at Retirement
Corporate GL Withholding Awards
Correcting Overexpended Awards, Projects, and Tasks
Cost Sharing: Guide for Administrators
Cost Transfer
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 Employees Acquire, Use, and Cancel American Express or Citibank Visa Credit Cards
Credit Card Programs: How to Establish a CitBank Visa Business Travel Account
Credit Card Programs: How to Establish an American Express Business Travel Account (BTA)
Credit Card Programs: How to Establish an American Express Corporate Card Program
Credit Card Programs: How to Establish an American Express Corporate Purchasing Card Program

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D
Date Amendments: Changing Start and End Dates in Grants Management
Decals
Deceased Employee's Final Wage Payment
Deferred Compensation Plan Summary
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
Developing Job Descriptions Under the Americans with Disabilities Act of 1990 (ADA)
Direct and Indirect Costs - Determination Guidelines
Direct Deposit: About the Program
Direct Deposit: Eligibility and Notification
Direct Deposit: Enroll a Person
Direct Deposit: Is Direct Deposit Right for Me?
Direct Deposit: Modify Payment Method
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
Drug Free Workplace

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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 Guidelines
Employment of Persons Under the Age of Eighteen
Engaging Independent Contractors
Enrolling Domestic Partners or Same-Sex Spouses in Health, Dental and Vision Plans
Enrollment: Waiting Period Requirements
Entering Follow-up on Outstanding Accounts Receivable Invoices
Equity Participation Guidelines
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
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): Biweekly Premiums for Continuation of Benefits for Regular Employees
Family and Medical Leave Act (FMLA): Notification and Procedure
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
First Billing Offset Days: Functionality and Use
Fixed Asset Capitalization
Fixed Price Balance Awards
Flexible Benefits Plan Reference Guide (PDF)
Flexible Spending Accounts
Fly America Act
Follow-up and Cancellation Recall Procedures for Wire Transfers and Foreign Drafts
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 and Materials to Foreign Countries
Graduate Student Employee Health Plan (GSEHP)
Graduate Student Employee Health Plan (GSEHP): Guideline
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 (GSEHP): Summer Period Continuation of Benefits Coverage
Graduate Student Employee Health Plan (GSEHP): When Coverage Begins and Ends
Grants Management (OGM) Billing Duty Segregation
Guidance for Determination of the Actual Wage
Guidelines for the Administration of Industrial Relationships
Guidelines for Developing Job Descriptions Under the Americans with Disabilities Act of 1990 (ADA) (HTML)
Guidelines for Inputting Veterans Information from the RF's Self-Identification of Veterans Form into the Oracle Business System
Guidelines for Protecting Research Foundation Data
Guidelines for Responding to Sponsor, Regulatory and Investigative Inquiry
Guidance for Using the O*Net Web Site
Guidelines for Vendor or Independent Contractor Selection
Guidance on FAR 52.222-54: E-verify Optional Clause

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H
H-1B Petition for a Nonimmigrant Employee
H-1B Visa Holder Employment
Health Insurance Benefits for Regular Employees
Heath Insurance Changes
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 Wire Transfers and Foreign Drafts
Human Resources/Payroll/Labor Distribution Duty Segregation
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 for an Employment-based Immigrant Visa
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 Petitions
Impact of Oracle Human Resources Record on Benefits, Retirement, Leave, and Reporting
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
Independent Contractors and Consultants
Indirect Cost Controls and Calculation
Industrial Relationships - Administration Guidelines
Insurance Coverage: Personal Automobile Use
Insurance Guidelines for Rental Vehicles
Interest Income and Quarterly Interest Allocations
International Travel Assistance: Administrative Guide
Introduction to Travel Procedures and Responsibilities
Investment Policy and Guidelines
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
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
Leave of Absence: Continuation of Coverage Under USERRA and VBIA
Leave of Absence: Continuation of Group Coverage While on Leave Other Than Family and Medical Leave
Leave of Absence: Disability
Leave of Absence: Personal
Letter of Credit Payment Process: Overview
Life Insurance Payments to Beneficiaries
Life Insurance Plan: Claims Appeal Process
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
Lodging and Meal Expenses
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 License Agreements Guidelines
MCTD Tax
Medical Child Support Order: How to Determine Qualification
Method I (Unreceipted Lodging)
Method II (Receipted Lodging)
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
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 Labor Distribution
Monitoring Controls Over Payroll Processing
Monitoring Nepotism in the Workplace
Monitoring Payroll Encumbering
Monitoring Payroll Suspense
Moving Expense Reimbursement Guidelines
Moving Expenses: IRS Requirements for Reimbursement
Moving Expenses: Requesting and Processing Reimbursements

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N
NACUBO Classification
NAFTA and Visa Status
NAFTA Professional List
Naming Standards for the Customer (Sponsor) and People Files
New Employee Process
New York State Disability Insurance
Noncitizen Employment Forms
Non-overnight Meal Payment Processing
Non-overnight Meal Payments
Nonresident Aliens: Payments to Independent Contractors, Participant Stipends, Royalty Recipients and Rent Recipients
Nonresident Aliens: Processing Tax Exemptions for Foreign-source Participant Stipend Payments
Nonresident Aliens: Taxation of Participant Stipend Payments
Nonresident Aliens: Types of Tax Exemptions for Participant Stipend Payments
Notice of Privacy Practices
Notification for Breach of Privacy of Protected Health Information
Notification of 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
Obtain Wire Transfers and Foreign Drafts
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 to Research Data Corporate Guidance for Campuses
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
Orientation Materials to be Provided to New Employees
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: Sick Leave
Paid Time Off: Vacation Leave
Parking: Qualified Transportation Benefits Program
Participant Stipend versus Fellowship: Comparison Table
Participant Stipends Processing
Payroll Collections
Payroll Encumbering Process
Payroll Overpayment Account
Payroll Standard Operational Reports
Payroll Suspense, Other Institutional Activity, and National Institutes of Health Overage Awards Numbers
Performance Appraisal Program for Administrative Employees
Personal Automobile Use
Personnel Files
Personnel Functions and Responsibilities
Phased Retirement
Philanthropy, Gift Acceptance, and Valuation Guidelines
Placing Expenditures on Billing Hold
Policies - Create or Update
Position Classification
Position Standards
Position Titles
Position Vacancy
Posting Notices
Post-Travel Review Checklist
Pre-employment Background Check Guidelines
Preparing Cash Receipts for Deposit
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 and Post-travel Responsibilities
Pre-Travel Checklist
Privacy and Security of Protected Health Information
Private Airplane Use
Procedure for Investigating Fraud and Misconduct
Procedure for Reviewing Executive Compensation
Procedures and Guidelines - Create or Update
Process a Rush Order
Processing an Adjustment to a Prior Payment
Processing IFR Cost Sharing Assignments with a Sponsor-imposed Salary Cap
Processing Prior Service Credit Requests
Processing RF 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, Permanent Residents, and Resident Aliens
Processing Taxation or Exemption of Fellowship Payments to Nonresident Aliens
Processing Taxation or Exemption of Fellowship Payments to U.S. Citizens, Permanent Residents, or Resident Aliens
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 Management Process: Overview
Property Reconciliation
Property that Generates Income
Proposal Preparation and Cost Sharing
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 January 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
Rental Vehicle Use
Reporting Periods for Certification of Salary Distribution (Effort Reporting) Reports
Request for Proposals Guidelines
Requesting Chancellor Approval for Exceptions to SUNY Research 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) Reports
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 Payment
Reviewing Retroactive Payroll Payments

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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
Segregating User Duties
Service Center
Service Center: Billing Rate Development Example
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 in Institutional Base Salaries
Sponsor Salary Restrictions: National Institutes of Health Limitations for Graduate Students
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
Supplier File: Naming Standards Appendix

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T
Tagging and Recording Software
Tagging Property
Tax Forms and Publications: Internal Revenue Service, Social Security, and New York State
Tax Statement Corrections to a 1042-S
Tax Statement Corrections to a W-2
Tax Statements
Tax Treaty Eligibility: Resident Alien Status
Tax Withholding Overview
Taxation Guidance on Employee Payments to Nonresident Aliens
Taxation Guidance on Employee Payments to U.S. Citizens, Permanent Residents, and Resident Aliens
Taxation Guidance on Fellowship Payments to Nonresident Aliens
Taxi and Public Transportation Use
Taxpayer Identification Number (TIN): Overview
Taxpayer Identification Number (TIN): Rules for Employees and Fellows
Taxpayer Identification Number (TIN): Rules for Miscellaneous Income Payments
Time Reporting Forms
Tolerances
Train or Bus Use
Transaction Controls
Transaction Processing to an Award
Transferring Employees Between Operating Locations
Transferring Employees Within the Same Operating Location
Transmittal for Deposit
Transportation Expenses
Travel-related Web Sites
Troubleshooting Effort Reporting
Tuition Waiver Program
Twenty Factors of the Common Law Test
Two, Three, and Four Way Matching

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U
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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