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HR Information Update Questions & Answers

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August 2008

Dr. Bump turns in an expense receipt for a trip to Chicago for a conference. The receipt is from Bass Pro Shops for a kayak. You suspect that he is attempting to use university resources to purchase a personal item, because the conference was on a topic that had nothing to do with water sports. What should you do?

A. Allow the expense and assume there is a reasonable explanation
B. Call him and ask him the reason for his purchase
C. Disallow the expense
D. Contact the Director of Audit and Management Services

Answer:  Depending on the circumstances, the answer could be B, C, or D. If you call him and he can explain a legitimate university-related and pre-approved need for the kayak, it may be an allowable expense. Otherwise you will need to disallow the expense. If you suspect that there is an attempt to defraud the university, the answer is D, Contact the Director of Audit and Management Services. It is against JMU policy to charge personal purchases to the university.

JMU Policy 1603, Reporting of Suspected Fraudulent Transactions, states:  “The intentional deception perpetrated by an individual or individuals, which could result in a tangible or intangible benefit to themselves and/or could cause detriment to others, the university, or the Commonwealth. Fraud includes a false representation of a matter of fact (whether by words or by conduct, by false or misleading statements, or by concealment of that which should have been disclosed) that deceives and is intended to deceive. Fraudulent transactions can include but are not limited to the following prohibited acts:

  1. misappropriation of cash or funds with falsification of documents;
  2. falsification of documents;
  3. unauthorized use of university property and resources;
  4. unauthorized access to (or misuse of) computer systems or equipment;
  5. falsifying entries to payroll and travel records;
  6. charging personal purchases to the university; and
  7. unauthorized use of university employees.”

“Upon the discovery of circumstances which suggest that a fraudulent transaction may have occurred, it is the responsibility of university employees and students to immediately notify the Director of Audit and Management Services. Upon such notification, the Director of Audit and Management Services will ensure that the appropriate Vice President and the President are informed of the questionable transaction or specific event.”

June 2008

Dr. Joy's daughter is getting married next weekend. They are short about 10 folding chairs to seat all of the guests. Dr. Joy wants to borrow JMU chairs for the event. Can she?

A. Yes
B. No

Answer: It depends. "A" is the answer only if these chairs are established as furniture that can be loaned out in the university. Dr. Joy would need to contact the administrative office in her Division to see if the chairs are available to be loaned out.

JMU Policy 1506, Use of University Property, states: "James Madison University prohibits using, borrowing, or removing university property for personal or private purposes."

However, there is also a portion of the policy that allows for an exception to the rule: "Most often, if it is necessary to remove property from the campus, it may be done only with the permission and approval of a director, department head, academic dean or division head."

March 2008

Coming back from a conference in Blacksburg, you plan to travel to Virginia Beach and vacation for three days. You are in a state vehicle.  Is this okay? 

A. Yes
B. No

Answer: B
The use of a state vehicle is only for the execution of “academic and administrative functions". The vehicle cannot be used for personal reasons.  The above scenario would be a misuse of state property according to Policy 1317, Standards of Conduct and Performance for Classified Employees. It would also be a violation of the Faculty Handbook.


November 2007

Cheryl, your administrative assistant, needs to make a call to her husband working in Charlottesville to remind him to pick up milk on the way home. She forgot her long distance phone card. What should she do?

A. Call and keep it short.

B. Call and let the departmental secretary know how long she was on the phone so she can reimburse the university.

C. She can't make the call using the university phone lines.

Answer:
C. Unless there is an emergency, she can't make the call using the university phone lines. Only in an actual emergency, the answer is B.

JMU Policy 1505, Use of University Owned Telephones & Services by University Employees, states: "Personal local calls during business hours are to be kept to a minimum. Personal long-distance calls are discouraged but can be made under extenuating circumstances, in which case the caller is required to reimburse the University for the cost of the call. Employees making personal, non-emergency phone calls are to use a personal credit card or should bill the call to their home telephone."


September 2007

A faculty member in your office, Dr. Dare, regularly closes his office door when he smokes his pipe.  Is he following policy? 

A. Yes
B. No

Answer:
B. The university has recently revised the non-smoking policy for all buildings on campus.

JMU Policy 1111, Smoking Regulations, states: "Smoking is not permitted within buildings, facilities or structures owned or leased by the university. This includes individual offices."


August 2007

You are going to lunch with a prospective new hire for a faculty position.  You want to order a three-margarita lunch on this hot summer day and then return to work.  Is this allowed?  

A. It is okay because it is a prospective faculty lunch, and you are not actually working in the office.

B. You are not actually on campus, so you can order an alcoholic beverage.

C. Three mixed drinks can impair your ability to perform your work, so you are not allowed to indulge yourself while performing the task of taking a prospective faculty member to lunch.

Answer:
C. Three mixed drinks may impair your ability to perform your work. Your work includes tasks that are not performed on campus, like interviewing and taking a prospective faculty member to lunch.

JMU Policy 1110, Substance Abuse, states: "Each of the following acts by university employees is prohibited under this policy...The impairment in the workplace from the use of alcohol or other drugs (except the use of drugs for legitimate medical purposes)...."


April 2007

Amy is a wage employee in your office and she is an outstanding employee! You just found out that you are receiving a new classified position and, as a result, will lose your wage budget. Amy would be perfect for the full-time position. What do you do?

A. Offer the position to Amy, she has proven to be a great employee. Since she will technically be losing her job, there is no requirement to recruit for the full-time position.

B. Recruit on the position since the state requires a competitive process for all full-time positions. However, let Amy know the recruitment is just a technicality and the job is hers.

C. Talk to Amy about the new information, including the fact that her wage position will be ending. Explain to her that she must go through a competitive process and although you hope she will apply, there is no guarantee that she will be the best fit for the position.

Answer:
C. For all full-time classified positions, a competitive recruitment process is required. For more information see, Policy 1313, Recruiting and Hiring for Classified and Wage (Part-time) Positions.


January 2007

GiGi, Dr. Waldo, and Joe all have permits to carry a concealed weapon issued by the Commonwealth of Virginia. GiGi is a student, and she carries a pistol in her Gucci purse. Dr. Waldo is a faculty member, and he has a hunting rifle in the cab of his truck under the seat. Joe is a staff member who is a part-time commissioned police officer for the city, and he wears his service revolver strapped to his waist under his jacket. Which does not violate JMU policy?

A. Gigi B. Dr. Waldo C. Joe

Answer:
C. Joe. Only he can carry a weapon, because he is a commissioned officer.

JMU Policy 1105, Prohibition of Weapons, states: "No person shall carry, maintain, or store a weapon, concealed or otherwise, on any property owned, leased, or controlled by James Madison University. This policy applies to weapons carried about the person and maintenance or storage of any weapon in any university facility or within any parked vehicle on university premises." "This policy does not apply to law enforcement officials duly authorized to carry such weapons."