Administrative Policies/Forms

Guidelines on Exam Management

Please note the following departmental guidelines effective January 2016:

Blue Books

·         It is your responsibility to make sure the Department has sufficient notice of your blue book needs especially if the number you need exceeds 100; you should specify the size as well.  You should notify econ-help@columbia.edu at least one week in advance of the exam so that we can make sure we have enough for everyone. 

·         If you are giving an exam at 9 am or earlier, please make sure at least two days in advance that you are ready. 

·         You should work with the Department if you need to have access to blue books outside of regular business hours (contact econ-help@columbia.edu).

Exam booklet security

Please remember that it is your responsibility to ensure the security of the exams after you gather them from the students who took the exams.  You should keep them in a safe place while you are grading them; if you need to keep them overnight and do not have access to a locked drawer or secure room, work with the Department.  Again, remember to do this during regular business hours.  Departmental rooms including 1027, 1101, 1102, 1128 or the breakout rooms are not secure.  You should not keep exams unattended in any of these rooms.

Exam Distribution

It is your responsibility to manage the distribution of exams and you should consult the faculty member for any specific instructions.  For a number of faculty the preferred venue for returning papers is the class itself or, better yet, a section when both TFs and students are present.   You may distribute exams yourself during office hours in 1006A IAB or leave them in 1022 IAB; the main office is open during regular business hours but people do enter after the door is closed.  If you need greater control over the distribution, contact econ-help@columbia.edu and we’ll work something out.   Please do not approach any member of the Department staff with a request to hold or distribute your exams. 

 

If you have any questions, problems, or concerns, please contact econ-help@columbia.edu; your email will go to a group of people.  If you email just one person, then that person may or may not be available and you may or may not get the help you need.

 

 

Reimbursement:

Purchase/Travel needs to be authorized and comply with all Columbia Policies

·        Receipts should be submitted within 10 days of expense.

·        Receipts should be itemized and include: date, vendor name, unit price for items, and proof of payment.

·        TBER Business Purpose: should explain what the receipts are for and how it is related to Columbia University.

·        Where appropriate, conference agenda of the event should be provided.

·        Each business receipt should include the who (how many attendees), what, when, where and why is it a CU business.

·        For events there is a maximum of $25 for breakfast, $35 for lunch and $50 for dinner, which includes alcohol, per person.

·        For a copy of the TBER you can contact Amy Devine or you can find it on: http://finance.columbia.edu/forms-library/239

·        The completed TBER along with the receipts and supporting documents should be submitted to Amy Devine or Maria Garcia.

Receipts are to be taped to a sheet of paper and include the: who, what, when, where and why of each receipt.

TBER needs to be printed and submitted in portrait format, not landscape

Event food and alcohol should be purchased using vendors that will invoice the department directly.  You can also acquire a Voucher for Appletree, Westside Market, and International Wines from Stephanie Cohen to make purchases. If there is a vendor that you want to purchase food from and they are not willing to invoice the department, you can contact Maria Garcia (mjg2239@columbia.edu) and she will give you another payment option.

Steps to Register in ARC (Columbia’s central accounting system)

For reimbursement as a student (for matching travel and other expenses approved by department).

1.Go the following link: forms.finance.columbia.edu/vendor-request/

2.Type in your name, check and make sure that you are not in system already as a student. If no, click add new

3. Enter uni and pw to log in.

4.Transaction: Employee or student reimbursement.

5. Describe transaction: reimbursement for expenses related to travel, etc .

6. Input all info starred in red on next screen.

7.Submit.

8. Once you submit, you will receive a follow up email. Follow instructions and upload tax information.

9. Once complete, you will receive an email with your ID. It will be a 10 digit # that begins with 0000. Please forward that email to Graduate Coordinator with TBER, email approving funds from colloquium, and receipts (with proof of payment).

For reimbursement for goods and services (for bills related to hosting prospective students during Open House).

1.Go the following link: forms.finance.columbia.edu/vendor-request/

2.Type in your name, and make sure you are not in the system for goods and services. If no, click add new.

3. Enter uni and pw to log in.

4.Transaction: goods and services.

5. Nature: payment for hosting prospective student (and state in msg area: flag for withholding).

6. Input all info starred in red on next screen.

7. Submit.

8. Once you submit, you will receive a follow up email. Follow instructions and upload tax information.

9. Once complete, you will receive an email with your ID. It will be a 10 digit # that begins with 0000. Please forward that email to me and submit an invoice.