The Complete Text of Section 600
Business and Financial Affairs Information


Section 601 - Faculty Compensation

601 Faculty Compensation

601.01 Compensation Rates

Contracts of teaching faculty are normally for the academic year of two terms (see Section 304). Faculty are paid on a ten month schedule (from August to May) and receive 1/10 of their annual contracted salary (or 1/5 of their semester salary). They are paid on the last working day of the month except for December and May which are paid on the grades due date. A schedule of academic year faculty pay dates is provided as a part of each faculty employment contract.

Administrative officers of the University, deans of the colleges, and certain of their associates and assistants as well as departmental heads are appointed for the full fiscal year. Faculty members whose work requires continuous service may also be employed on this basis. Payment of compensation is made in equal installments throughout the fiscal year as specified in the contract. Paychecks are distributed on the last business day of each month.

601.02 Payroll Deductions

Payroll deductions include federal Social Security tax, Medicare tax, federal and State of Georgia withholding taxes, voluntary disability insurance premiums, voluntary group life and medical insurance premiums, mandatory retirement payments, and special amounts which the faculty member may designate to be withheld for deferred income arrangements, Credit Union savings and loan payments, parking, voluntary charitable contributions, savings bonds, contributions to the GSU Foundation, Alumni Association and Athletic Association, and AAUP dues.

601.03 Compensation for Summer (or other non-contracted) Term for Faculty on Academic Year Contracts

A faculty member on an academic year contract may receive additional remuneration in accordance with his/her salary level, for duties performed during the term not covered by the standard contract. Such compensation is usually at the rate of 10% of the faculty member's annual salary for each three-semester-hour course taught, or the equivalent thereof in administrative duties or research to a maximum of 30% of annual salary.

601.04 Gratuities

An employee of the University System shall not accept gratuities, courtesies, or gifts in any form whatsoever from any person or persons, corporations, or associations that, directly or indirectly, may seek to use the connections thus formed for securing favorable comment or consideration on any commercial commodity, process, or undertaking ( BOR Policy, Section 802.14).

601.05 Extra Compensation

Board of Regents' Policy permits the payment of extra compensation to faculty and professional staff members who participate in approved continuing education/public service activities only if all the following conditions are met:

A. the work is carried in addition to a normal full load;

B. no qualified person is available to carry the work as part of his/her normal load;

C. the work produces sufficient income to be self-supporting; and

D. the additional duties do not interfere with the performance of regular duties.

At Georgia State University the maximum hourly rate for extra compensation for each faculty rank is determined by a formula based on average salary for that rank and the usual faculty workload as defined by the Board of Regents. The rates are revised annually with new rates taking effect on July 1 each year. Faculty members may be paid for actual instruction, for preparation of special academic materials, and for serving as academic directors of programs. The rate for instruction includes payment for three hours of preparation for each hour of instruction. A faculty member may not be paid for more than 150 hours of extra compensation in a single fiscal year. Approval for extra compensation must be obtained in advance of the actual work. Forms for this purpose may be obtained from the Office of Human Resources. (Office of the Provost, June 29, 1982; BOR Policy, Section 803.1404).


Section 602 - Travel

602 Travel

602.01 Travel Authorizations

Travel at state expense is expected to result in professional improvement for faculty members and should be of benefit to the University. Requests for travel authorization should be submitted on the appropriate forms two weeks prior to the departure date.

To assure protection under the state Worker's Compensation laws, faculty members are required to file a travel request for trips in connection with University duties whether or not they are to be reimbursed.

Faculty members required to travel regularly may receive standing authorizations for travel for a stated period of time during a fiscal year. Specific authorizations are necessary for individuals making only occasional trips and for all out-of-state trips.

602.02 Travel Advance

Travel advances are possible under the current travel regulations. In addition to the requirements listed, all faculty must present a proper Georgia State University photo ID card.


Section 603 - Sponsored Grants and Contracts

603 Sponsored Grants and Contracts

Funds from sponsored grants and contracts administered through the University are subject to the regulations of the granting agency and the University. Such funds are monitored by the Office of Grants and Contracts. See Appendix Q for the procedures for approval of a proposal for a sponsored grant or contract.

603.01 Indirect Cost

Indirect cost rates are established for the University and are periodically announced by the Provost. They are established for various categories of activity including: research, instruction and public service, both on and off campus.

Rates are based on modified total direct costs consisting of salaries and wages, fringe benefits, materials and supplies, services, travel and the first $25,000 of each subgrant and subcontract. These base costs do not include costs for tuition remission, participant support costs (e.g., student aid, stipends, dependency allowance, scholarships, fellowships); off-campus rentals/maintenance costs, and capital expenditures (equipment, alterations, renovations).

Each college should ensure that the indirect cost rate category utilized is consistent with the proposed activities contained in the grant/contract proposal. The Research Office will review all proposals to ensure this consistency.

The approved rates should be used in all grant/contract proposals except where indirect cost rates are limited by the sponsor, (e.g., U.S.D.O.E., Philanthropic Foundations, Agencies of the State of Georgia).

The Vice President for Research will determine the appropriate indirect cost rate to be applied to all proposals submitted to external funding sources. Any modifications in the appropriate rate for each proposed submission must be specifically requested in writing and approved by the Vice President for Research. Typically, any modification in such rate will be reflected in the department share of indirect cost recovered.


Section 604 - Financial and Business Services for Faculty

604 Financial and Business Services for Faculty

604.01 Automatic Payroll Deposit

Faculty paid on a monthly basis have available to them an automatic payroll deposit service. Additional information can be obtained from the Personnel Services Department.

604.02 Faculty Mail Service

Mail boxes are issued upon request to any full-time (contract) faculty member and to University departments, offices, or projects as needed. Mail boxes are to be used for the receipt of official University mail only and should not be used for personal mail.

Faculty are cautioned that mail boxes should not be referred to as "post office boxes." Only the U.S. Postal Service operates "post office box" services.

A.. Self-Service Post Office

A U.S. Postal Service Self-Service Postage Unit is located in Kell Hall and is available 24 hours a day, seven days a week. This unit is coin-operated with a bill and coin change machine available on site. The unit dispenses domestic and international postage stamps and other postage items. Letter scales, parcel post scales, and postage rate charts are available at the unit.

B. University Mailing Address

The correct mailing address for the University is:

Georgia State University

University Plaza

Atlanta, Georgia 30303-9983

This official address should always be preceded by a recognized position title, name and box number (or department), and college designation or office. When a mail box has been issued to any individual, department, or office, the box number should always be used as a part of the return address. The use of streets, numbers, and building names is discouraged since this only delays the sorting and distribution of mail, and can cause delays in the receipt of University mail from the U.S. Postal Service.

A unique 9-digit ZIP Code has been established for individual box holders and for each University department or office. This 9-digit ZIP should be used as a part of the return address on all outgoing University mail. To ascertain the correct 9-digit ZIP code for a specific department, faculty should contact the departmental office, or call the Postal Supervisor.

604.03 U.S. Postal Service

A United States Post Office is available on campus. It provides service for registered mail, international parcels (customs declaration merchandise), money orders, and other services generally available at a U.S. post office.

604.04 Automated Bank Tellers

Auxiliary Services coordinates the operation of the automated bank tellers located at several locations on campus. For assistance, contact Auxiliary Services.

604.05 Telecommunications

All telephone charges are the responsibility of departments or units. When faculty have problems with telephone service they should notify the appropriate departmental personnel. All requests for changes in service must be channeled through the department or unit.

The Department of Administrative Services (DOAS), State of Georgia, has stated, "The use of all state telephone services must be limited to official state business only." This statement covers all services including the GIST network. GIST is a state administered long distance system available to University employees.

It is state law that only job-related long distance calls are to be made from institutional telecommunications equipment. This limitation includes calls made on the state long-distance network known as GIST (Georgia Code annotated section S-16-8-5). Further, it also the policy of Georgia State University to use GIST lines for making all business-related long distance calls whenever possible and to make telephone credit calls only when GIST access is not available.


Section 605 - Auxiliary Services

605 Auxiliary Services

By policy of the Board of Regents, the Auxiliary Services of Georgia State University are operated as business enterprises. These departments must be self-supporting; they do not receive state funding. The Auxiliary Services are a part of the organization of the Vice President for Finance and Administration. They include the following departments: bookstore, parking, food services (cafeterias, catering, vending), coin-operated photocopy service (in the Library), and cap and gown rental.

605.01 Bookstore

A. Location: The bookstore is on the third floor of the University Center across from the cafeteria. Textbooks as well as paper supplies, supplemental reading, popular fiction, and miscellaneous items are available .

B. Book Ordering: Textbooks can now be ordered online. Go to the Auxiliary Services website for more information.

C. Desk Copies: Professors should request desk copies directly from the publisher. However, until these courtesy copies arrive from the publisher, the Bookstore can lend desk copies to faculty members. These copies must be returned to the Bookstore in new condition within 60 days. Faculty members will be billed for unreturned desk copies. Part-time instructors and graduate teaching assistants must return desk copies before the end of each quarter. Failure to return a borrowed book will result in paychecks being withheld.

D. Discount Policy: The Bookstore grants a 10 percent discount on purchases of $1.00 or more to faculty and staff of the University with proper identification, at the time of purchase. Discounts are not offered on sale merchandise.

605.02 Food Service and Cafeterias

Several eating facilities are available to faculty, staff, and students throughout the campus.

605.03 Parking

On-campus parking is coordinated through the Parking Office. Faculty may arrange for parking on a daily or a per semester basis.

The University makes every effort to provide protection to vehicles parked on campus but cannot assume the responsibility for any loss or damage to personal property.

605.03.01 Faculty/Staff Vehicle Registration for Parking Privilege

Faculty/Staff parking permits for vehicles (including motorcycles) are issued initially at the time of employment, thereafter at the beginning of each Fall Semester. Notices for registration dates are sent through campus mail.

In order to register a vehicle, a Georgia State University identification card along with vehicle license tag numbers are required.

The Parking Office will provide the employee with a hangtag which should be hung from the mirror to insure that attendants can clearly view the tag. Parking permits and hangtags are not transferable between persons.

605.03.02 Fees

Faculty and staff members are encouraged to pay their parking fees through payroll deduction. If a cash option of payment is preferred, the entire fee for the period must be paid at the time of registration. Proposals for increasing parking rates are reviewed by the Faculty Affairs Committee (University Senate Resolution, February 28, 1991).

605.03.03 Refunds

Persons who have purchased a parking permit and decide they no longer wish to park on campus may request a refund from the Parking Office provided they return the permit. Refunds authorized by the Parking Office are distributed by the Business Office of the University.

605.03.04 Replacement of Hangtag

When a vehicle is traded or sold, the registrant is responsible for retaining the parking hangtag and notifying Auxiliary Services of the change. If a hangtag is lost or stolen, a $25.00 replacement fee will be charged.

605.03.05 Towing

Vehicles parked without GSU permit run the risk of being towed. Efforts will be made to notify the owners of the vehicles parked without authorization before towing occurs.

605.03.06 Permits for the Mobility Impaired

Medical and disability permits authorizing special parking privileges may be issued to employees or students having permanent or temporary mobility impairments. Please contact the Parking Office or the Office of Disability Services for further information.

605.03.07 Visitors

Visitors to the campus should use the short-term parking meters located on Gilmer Street, adjacent to Sparks Hall. Parking arrangements for meetings or other functions which involve off-campus guests must be made through the Parking Office. The University cannot guarantee on-campus parking.

605.04 Photocopy Service

Numerous self-operated photocopy machines are located in the Pullen Library North (1st, 2nd, 3rd floor) and the upper and lower Law Library Copy Rooms (1st floor). In addition, copiers are available in the college of Education (2nd floor) and Library South (2nd floor).

605.05 Cap and Gown Service

Auxiliary Services coordinates the ordering and distribution of caps and gowns for each graduation. Faculty members in need of a cap and gown for graduation ceremonies should call Auxiliary Services for assistance.


Section 606 - Out-of-State Tuition Waiver (Self, Spouse and Children)

606 Out-of-State Tuition Waiver (Self, Spouse and Children)

The Regents' requirements for resident status provides that an institution may waive out-of-state tuition for full-time employees of the University System, their spouses, and their dependent children. For further information, contact the Residency Auditor in the Admissions Office (BOR Policy, Section 705.03,C).


End of Section 600