Office Procedures for Student Staff

1. Cash Advance Procedures
2. Sales Tax Exemption
3. Reimbursements
4. Tax Forms/Timesheets/Payroll
5. Telephone Etiquette
6. Office Access
7. Lounge Area & Common Space
8. Student Office & Computers
9. Office Supplies
10. Computer Access
11. Internet Access

Cash Advance Procedures:

1. Fill out “Cash Advance Request” form (found in display rack in lobby) and place completed form in Program Assistant’s mailbox OR email Program Assistant with request information to include: your name, name of program, amount requested, when the money is needed and whether you have your supervisor’s approval. *Please give Program Assistant at least 24 hours notice for your cash advance.

2.  The Program Assistant will have your Request for Cash form (green) ready for you by the date requested in an envelope with your name on it and placed in your mailbox in the Student Staff office.

3. Take the envelope to Student Administrative Services (SAS) in Maryland Hall and they will give you the cash and a copy of a “Petty Cash Voucher”. Put the cash as well as the “Petty Cash Voucher” form into the envelope as this form needs to be returned to the Program Assistant with any unused money.

4. Make your purchases (using the Tax Exempt Card where accepted) and ALWAYS GET A RECEIPT.

5. Upon completion of your event or activity please return to the Program Assistant as soon as possible: receipts, remaining money, and the copy of “Petty Cash Voucher”. The MAXIMUM amount allowed for a cash advance is $150.00 and a student may only have one outstanding cash advance at a time.

Sales Tax Exemption:

When making purchases for a Center for Community Service and Justice-related program, always use a Tax Exemption Card. The University will not reimburse you for Maryland sales tax. Check with Customer Service/Sales Staff before making purchases, as each store handles this procedure differently. Let the Program Assistant know if a vendor refuses to accept the Tax Exemption Card. 

N.B. While the amount of sales tax on your single purchase may seem insignificant, the amount saved by the entire University community using the tax exempt certificate for Loyola related purchases each year is significant.

Cash/Check Reimbursement:

If you have made purchases using your budget money with the prior approval of your supervisor, turn receipts into the Program Assistant. Please put your name, phone number, and the program/event for which you purchased the items on the back of the receipts. The Program Assistant will prepare a cash reimbursement form and place it in your mailbox within 48 hours. 

If your purchases are less than $150, a cash reimbursement will be prepared (unless otherwise stated), which you will take to Student Administrative Services (Maryland Hall) to get your reimbursement. SAS office hours are: Monday-Friday 7:30am-7:30pm and Friday, 7:30am-4:30pm.

If your purchases are more than $150, a “check” reimbursement will be sent to you through the University’s Disbursements office. It may be 10-14 days before you receive your check.

Tax Forms/Timesheets/Payroll:

As an employee of the Center for Community Service and Justice, tax forms (I-9, Federal W-4 and Maryland State MW507) must be completed and forwarded to the Payroll office in order to be paid.

If you are federal work study eligible, you need to complete the Student Employment Agreement (issued through the Office of Financial Aid) and give to the Program Assistant along with your tax forms.

A timesheet will be posted in the Student Staff office. This will be for a two week pay period. It needs to be completed by Thursdays at 4 p.m. The Program Assistant needs to submit all student timesheets by Friday at 10am. It is your responsibility to complete your own timesheet every two weeks. Please contact the Program Assistant by telephone or by email with your hours if you will not be in the office to complete your timesheet by the deadline.

You will receive a pay check/direct deposit two weeks after timesheets are submitted on a Friday. If you have direct deposit, your pay stub will be sent to your university mailstop. If you do not have direct deposit, your pay check will also be sent to your university mailstop. Please notify the Program Assistant as soon as possible IF you do not receive a paycheck or paystub.

Telephone Etiquette:

The Program Coordinator, Student Assistants, and Service Coordinators are responsible for answering incoming phone calls into the Center for Community Service and Justice (x2380) at the front desk.

The names and telephone numbers of staff members from both departments are posted at the reception desk. You will be given the necessary training to use the phone properly (phone etiquette, transferring, reconnecting, etc.). You may also visit Technology Service website to learn more on how to operate the phone, includeing how to set-up voice mail. Answer phones promptly and in a friendly, courteous manner, for example, “Hello, Center for Community Service and Justice, this is [name], may I help you?”

Long distance calls may be made for Center for Community Service and Justice related calls only. Please log all long distance calls with the Program Assistant.

It is important that all staff at the Center for Community Service and Justice return messages within one business day of receiving them. Even if you are not able to attend to the content or task associated with the message until later, it is important to let the sender know that it was received. If your schedule keeps you away from the office for more than one business day, let whoever is likely to be taking messages for you during your absence (probably the Program Coordinator and/or fellow staff members) know when you plan to return to the office so they can inform callers. Return messages received during your absence as soon as possible after your return.

Try to avoid the temptation to respond to a voice mail message with another message. Instead, call the person back directly whenever circumstances allow. Voicemail (and, for that matter, e-mail) technology can allow for quick and efficient communication of information in many circumstances, but we should use our best judgment to make sure we don’t allow it to become a substitute for more personal forms of human contact.

Office Access:

Regular business hours for the Center for Community Service and Justice are from 8:30am to 5:00pm, Monday through Friday. In order to accommodate a variety of work schedules, the lobby area of the office is available for Center for Community Service and Justice related work on evenings and weekends. The cards that operate the copy machine will not be available for use before or after regular business hours, so please plan accordingly. The student staff office should remain unlocked.

For reasons of personal safety, please refrain from accessing the office between the hours of 12am and 6:00am, as there is limited supervision of the building during those times. Your swipe access will not work during these time. Contact Public Safety if you need emergency access to the building between 12am and 6:00am. Public Safety maintains a roster of current Center for Community Service and Justice staff and student leaders. Be prepared to provide identification to an office before they will let you into the building.

All office equipment not in use at the time will be turned off at the end of regular business hours. If you unlock doors or turn on office equipment between 5:00pm and 11:00pm, be sure to shut things down again and lock the doors when you leave.

Lounge Area & Common Space:

The Common Space area of the Center for Community Service and Justice is a communal space. The Common Space may be reserved for small meetings or gatherings outside of normal working hours.  It is important that the area be kept clean. 

• To reserve the CCSJ common space, the computer at the front desk in the reception area has access to the calendar -- ask a Student Assistant for help with making a reservation.
  
• If a meeting is in progress in the lounge, please be respectful by refraining from eating or making an inappropriate amount of noise.
• If food is served in either area, you are responsible for removing discarded items from the areas and for storing leftovers correctly. This is more involved than throwing the items in the nearest indoor trashcan.
• The refrigerator is available for your use (but it is also shared with the Office of International Programs). Food is to be labeled with your name/group’s name. Any unused food should be removed from the refrigerator in a timely manner.
• There is a microwave available for your use as well. Please keep it clean.

Student Office & Computers:

The CCSJ Student Staff Office is HU142Q.  All computers in this office will be logged in as CVS01. Please try to use this login at all times, as you will have access to the shared CCSJ network drive (the H drive) which contains all electronic program files for each program. Each program/student staff member will have a folder on the shared drive to save their files. Please make sure to read the document located on all computers on how to use the H:Drive so all computers run smoothly this year. The CCSJ professional staff also has access to this shared drive and will periodically upload relevant files to minimize emailing them.

The computers in the common space are available for visitors. They have priority on these computers. Similarly, the computers in the CA/GA office are reserved for those students. Please check with the Program Coordinator, Communications, before using this computer.

Computer Access:

Office computers are provided as a resource to support CCSJ programs. Given the large number of student staff sharing a relatively small number of computers, it is necessary to refrain from using the computers during regular business hours for the following purposes:

•  sending and/or responding to personal e-mail
•  playing computer games
•  internet access for non work-related purposes
•  personal academic work

Internet Access:

Internet access is provided as a resource for staff in obtaining information pertinent to the work of the Center for Community Service and Justice. Office computers are to be used to access internet sites that are job-related and educational in nature.

There are several internet sites that provide a wealth of information in the areas of community service, social justice programs, spiritual development, advocacy and higher education (see the Resources section for some suggestions). New sites are being developed on a daily basis. Please pass on any useful links to your supervisor.

Table of Contents