Business Services

Business People Working in an Office

 

Dominic_AlpucheDominic Alpuche, MBA, Chief Business Officer

alpuche@usc.edu

Maricela_Rodriguez

Maricela Rodriguez, Budget Analysis

rodri24@usc.edu

Natasha

Natasha Reyes, Budget Technician/Facilities

Reye426@usc.edu

Regina_Gongoll

Regina Gongoll, Post-Award Administrator

gongoll@usc.edu

silhouetteLinda Hall, Research Administrator

linda.hall@usc.edu

silhouetteWendy Snaer, Sr. HR Business Partner

w.snaer@usc.edu 

Operations Manual

Email all requests to gerobiz@usc.edu

Request reservations as soon as possible or at least 2 business days in advance

Information needed: Business Purpose, Guest Name(s), Date, Time

Service Request –

In case of an emergency, please contact the customer support center ext 06833

Email all requests to the Gero Business Office, gerobiz@usc.edu

Information needed: Service needed, room number, completion date (if applicable), and times when work cannot be completed

Email all requests to Gero Business Office, gerobiz@usc.edu

Information needed:

  1. Phones: Name, extension, room number, grid (jack) number from and to
  2. Data: Name, room number, grid (jack) number
  3. Time TBD by ITS

Email all requests to Gero Business Office, gerobiz@usc.edu

*Note: All master key requests require approval of Dominic Alpuche

Information needed:

  1. Full name, USC ID number (10 digit)
  2. If keys are not immediately available, please allow two weeks for ordering

Email all requests to gerobiz@usc.edu

Have all attachments ready for print

Information needed:

  1. quantity, stapled, color, B/W
  2. Allow for 24hr turnaround. If a rush is needed, please bring in person

Basic office supplies will be provided by the Business Office such as paper, pens, folders, post-its, paper clips, etc. These items will be kept in stock. Please pick items up from the Business Office.

Outgoing packages can be left at the front desk of the Business Office.

Make sure your package has all labels necessary for mailing such as hazardous, special handling, dry ice, etc.

Call USC Mailing & Materials Management, ext 11200 to request pick-up before 4pm (last pick-up is at 5pm)

For overnight mailing, make sure you set-up an online account and print appropriate labels. If you need help with setting up an account, see Maricela Rodriguez in the Business Office.

USC Services may be paid using an IR (Bookstore, Gas Services, Campus Restaurants). To process an IR, please use the link https://www.fs.usc.edu:8080/forms/internal.html. Make sure to include Business Purpose (the who, what, where, why) and Account Number.

Reimbursements:

 

All reimbursements must have a business purpose. Include dates, conference/event name, expense type, location, and guest names if applicable (example: Travel to New Orleans, LA for Gerontological Society of America Conference – 11/1/16 – 11/4/16)

 

Receipts – Make sure receipts include payment method used and billing information (example: Visa ****1234). Bank statement may not be used in lieu of receipt. Please fill out a missing-receipt-declaration form.

 

 

University Maximum Rates –

Please check with your supervisor for grant or program maximum rates

 

Expense Type Maximum Rate/Person Notes
Actual Meal and Lodging Limit $450/day
Actual Meal Limit $100/meal
Domestic Meals and Lodging Allowance $140/day
Domestic Meal Allowance $46/day
International Meals and Lodging Allowance https://aoprals.state.gov/web920/per_diem.asp U.S Department of State
International Meal Allowance https://aoprals.state.gov/web920/per_diem.asp  U.S Department of State
Personal Vehicle Mileage Limit (as of 1/1/16) $0.54/mile  Submit a destination map showing To/From mileage (ex: google map)
Gifts/Decorations $100/person Including flowers,
Dean’s Approval needed if exceeds limit

To apply for a P-Card or/and Travel Card, please follow instructions on the USC Business Services Website http://procurement.usc.edu/corpcard/corporate-card-app/

 

P-Card purchases vs. Travel Card purchases

 

Transaction P-Card Travel
Card
Notes
Airlines X Economy Class (Coach) Only. First/Business Class requires prior written approval from Provost Office, and documented medical reason. Not allowed on a Sponsored Project account.
Catering (on-campus) X X
Catering (off-campus) X
Conference registration and membership fees X X Membership fees not allowed on a Sponsored Project
account unless prior written sponsor approval has been received.
Contract travel agencies X STA Travel, Carlson Wagonlit
Event venues X University Travel Management signature required on event agreements
Gasoline (University vehicles/rental cars) X For rental cars only. Proof of car rental required.
Hotel accommodations X University Travel Management signature required on
group hotel agreements
Meals (travel-related, Business meetings) X
Online travel websites (e.g., Orbitz) X
Rental cars and parking X
Retail purchases (not travel- or event-related) X
Retail purchases (travel- or event-related) X
Transportation (air, rail and ground) X

 

 

All user access trainings are found on the USC Trojan Lean website. For access:

Go to the USC Employee Gateway site https://employees.usc.edu/ . Under the Popular Links bar, click on Trojan Learn (the owl icon).  You will be directed to the login page. Sign in with your USC Net ID and Password.  On the search bar at the top right corner of the main page, search for your specific training.  Launch one training at a time.

 

Kuali Financial System Trainings (KFS)http://fbs.usc.edu/depts/kuali

Disbursement Voucher Quick Expense (DVQE) Training

  • Access is automatic for all employees to initiate payments for reimbursements only

Please see instructions on the USC Business Services website

https://procurement.usc.edu/training/dvqe/

Trojan Learn Training:

‘Kuali: DVQE Initiators’ – Optional training to learn how to initiate and submit reimbursements

 

 Disbursement Voucher (DV) Training

  • Access requested from Maricela Rodriguez to initiate payments

Please see instructions on the USC Business Services website

https://procurement.usc.edu/training/disbursement-voucher/

 

Trojan Learn Training:

‘Kuali: Disbursement Voucher Initiators’ – Mandatory training to initiate payments

 

USC eMarket Trainings –  https://fbs.usc.edu/depts/kuali

  • Access requested from Maricela Rodriguez to shop for and request items for purchase.

Please see instructions on the USC Business Services website.  Note that there are different Roles depending on your need.

https://procurement.usc.edu/training/usc-emarket/

 

Trojan Learn Training:

USC eMarket: Shopping and Requisitions’ – Mandatory training to request the purchase of goods and services

 

Grants Management Training – https://research.usc.edu/grants-management-training/

 For Faculty – eight small online course modules that are broken down into two major sections

that are mandatory for all faculty prior to the award of their first sponsored research project as well as non-faculty designated as a named Principal Investigator/Program Director (PI/PD), Co-PI, or a Multi-PI, prior to the award of their first sponsored research project.

  • Submit your Certificate of Completion to Regina Gongoll

Please see instructions on the USC Research website

https://research.usc.edu/grants-management-training-for-staff/

 

Trojan Learn Training:

Grants Management Training for Faculty Program’ – Mandatory training

 

 For Staff –  two-course, online training modules that are mandatory for all research administrators and other support staff who are seeking expenditure authority on sponsored projects accounts

  • Submit your Certificate of Completion to Maricela Rodriguez

Please see instructions on the USC Research website

https://research.usc.edu/grants-management-training-for-staff/

 

Trojan Learn Training:

Grants Management Training for Staff’ – Mandatory training

 

 Applying for a Procurement Card (Pcard) and/or Travel card:

Please see instructions on the USC Business Services website.  Trainings will need to be completed before applying.

http://procurement.usc.edu/corpcard/corporate-card-app/

Information you will need:

–          your 10-digit USC identification number

–          your senior business officer’s name and email address: Dominic Alpuche, alpuche@usc.edu

–          the USC account number and object code (available from your senior business officer) from which your P-Card purchases will be paid: Acct-XX-XXXX-XXXX, Object Code-15100 (applies to Pcard Only)

–          a nine-digit access code: 11111 plus the last four digits of your 10-digit USC identification number

–          your full business street address (not your university building code or your home address): 3715 McClintock Ave., Suite #, Los Angeles, CA 90089

 

Trojan Learn Trainings:

‘Corporate Cards: Travel Cardholders’ – for the travel card training

‘Corporate Cards: Procurement Cardholders’ – for the Pcard tra