FAQ's

FACTS:

A student must be enrolled full-time to be eligible for student wage payroll.

All paperwork should be completed and approved by the Human Resource Department before a student actually starts working.

QUESTIONS:

How many hours can a student work within a given pay period?

ANS: A student can work a total of 20 hours per week during a given pay period. If a student works for more than one department it is the responsibility of the student to monitor hours and only work the 20 hours.

What forms are needed to be put on student wage and where do I obtain the forms?

These forms are available online or in the Human Resources Department, which is located in the Resource Building.

What if I forget my Integrated Systems password?

ANS: Please call the Integrated System Help Desk for them to reset your password (434) 924-3731.

How frequently does Integrated Systems passwords expire?

ANS: The Integrated Systems passwords will expire every 45 days and will prompt you to change the password (EXCEPTION will be if you only have Self Service responsibility, in which case it does not expire).  The VPN passwords require to be changed annually. 

How do I login to DISCOVERER?

ANS:  (1) Start your VPN.

         (2) Start DISCOVERER, if the Username is blank, enter your login followed by a

               colon {:}

         (3) Key your password.  This is the most recent password you've established in the

                Integrated System.

         (4) IODS has to be typed into the Connect Field.

Will I be notified when it is time to change my Integrated System password?

ANS:  You will receive a system-generated email message before your password is set to expire.  If you do not change your password at that time, you will be notified when your password actually expires. If you wait until your password expires to change it, it will not work in Discoverer until the next day.  (You do not have to change your password if you have ONLY the Manager and/or Employee Self-Service responsibility.)

Why did the system just lock me out?

ANS: The system will lock you out after three unsuccessful efforts to log on.  If you forget your password or get locked out of the system.  Your new password will not work in Discoverer until the next day. 

Discoverer will not lock you out unless your password has expired.  It will shutdown, however, after three failed attempts to log on.  You will have to reopen Discoverer and try again.

How do I get access to the Integrated System?

ANS:  Supervisors must complete the Integrated System Access Form.  Once this is completed, please return to Kristy Kiser. 

Employs must sign and submit an Electronic Access Agreement before access is granted.

If you have any questions completing these forms, please call Kristy Kiser at 328-0309.  

How often should I make a deposit funds to the Cashier's Office?

ANS:  Deposits within 24 hours is required for total receits exceeding $200.  Weekly deposits are required for total receipts of $200 or less.  Items must be properly secured-- preferably in a departmental safe or in a locked file cabinet, desk, or cash box. 

What is the Bank of America Travel Card application process?

ANS:  Contact Heather Wilson to request a travel card and to schedule your travel card training at 376-4676 or hsw5c@uvawise.edu.

Complete the Cardholder Agreement Form and return to Heather Wilson.   

What can the Travel Card be used for?

ANS:  Travel cards may be used only for reimbursable travel and related expenditures while an employee is in travel status.  Personal charges to the card ARE NOT allowed. 

Who is responsible for repayment to Bank of America Travel Card?

ANS:  The employee is personally responsible to make prompt payment to Bank of America immediately upon receipt of the statement.  It is up to the employee to submit timely travel reimbursements and pay their Bank of America Travel Card account in full upon receipt of their statement. 

Is the Bank of America Travel Card a revolving credit card?

ANS: No, the Bank of America Travel Card is not a revolving credit card.  Payment must be made in full upon receipt of your statement.

 What happens if I do not pay my bill in full upon receipt of the statement?

ANS:  See attachment Bank of America Travel Card Collection Process.

What should I do if I do not receive a Bank of America Travel Card statement?

ANS:  If you do not receive a monthly statement you can log into the Works system and print one from there.  You can also call 1-888-449-2273 and request a statement.

 Can I still get Traveler's Checks with my Bank of America Travel Card?

ANS:  Yes, you can still get Traveler's Checks with your Bank of America Travel Card. They are available in the following packages:  $150, $200, $300, or $500.  Only travel card holders who are conducting overnight travel may request Traveler's Checks.  Employees taking day drips or who are not members of the Travel Card program are not eligible for Traveler's Checks.

How do I get my Bank of America Travel Card Traveler's Checks?

ANS:  First you must complete the Traveler's Check request form and this form can be accessed by clicking on the following link:

http://www.uvawise.edu/forms/docs/UVaWtravchkrequest.pdf

Once this form is complete it then must be taken to the Cashier's Office where they will issue you your Traveler's Checks.

 When should I submit proposal information to be reviewed?

ANS:  The request for proposal (RFP), proposal, and internal forms should be submitted for review one week before it must be sent to meet the sponsor’s deadline.

  What is cost share?

ANS:  University and nonfederal sponsor resources provided in support of Sponsored Programs; includes contributed effort and matching funds.

  What is F&A?

ANS:  Also referred to as "indirect costs, overhead, overhead costs, or administrative costs". Facilities and administrative costs are actual costs incurred to conduct the normal business activities of an organization that cannot be readily identified with or directly charged to a specific project or activity.

The normal activities of the university include instruction and departmental research, organized research, public service, and other institutional activities.  F&A costs are real, auditable costs incurred by the University each time it accepts an award for a sponsored project.  If the University does not collect full reimbursement for these costs, other University resources must be used to subsidize them.       

 What F&A rate should I use?

ANS:  Our college uses the off-campus rate set for the University set at 26%.

  What is the definition of a grant?

ANS:  An agreement to transfer money, property, services, or anything of value to accomplish a purpose, such as support or assistance in an area of interest to the grantor.

For an award to be considered a grant, it normally will contain the following elements:

     1. The statement of work allows the project director significant freedom to change

         emphasis within the general area of work as the project progresses.

     2. Deliverables are minimal, usually consisting of reports only.

     3. Separate accounting procedures are required.

Last modified: May 28, 2009