DIY Toolbox

Welcome to CPPR’s DIY Toolbox!
The CPPR Administration Team (CAT) maintains this resource to help staff quickly find information about our business procedures. These resources will help guide you through a process or to the appropriate person for help.
If you have any questions or suggestions, please talk to a CAT team member! 

Business

Ordering Supplies

Overview   Please direct questions regarding purchases to your team admin. Last Review/Update: January 2020  < Back to DIY Toolbox

Declining Balance P-Cards

Overview   A single-trip declining balance p-card is used by employees who travel infrequently and do not need a standard p-card. CPPR only uses declining balance p-cards for UKANS funding.  Process   Work with your supervisor to determine whether you need a declining...

Calculating Government Rates

Overview  When traveling, CPPR staff must pay an authorized government rate for lodging, and they will receive per diem based on destination and time of arrival and departure.  Process  Per diem allowance covers meals, personal expenses, and tips while traveling on...

Travel Authorizations

Overview  A travel authorization is required for any overnight travel, whether in Kansas or out-of-state, as well as for out-of-state day trips (excluding the Kansas City metro area). The travel authorization must be submitted at least two weeks before travel, or as...

Sales Tax Exemption

Overview  KU Research (KUCR) is sales tax exempt in Kansas and Missouri. The University of Kansas (UKANS) is sales tax exempt in Kansas. All purchases should be made sales tax exempt if possible.   Process to obtain a certificate  KUCR  To request a sales tax...

Project Numbers

Overview   CPPR works across many different projects, and staff should be familiar with the structure of project numbers and how to obtain project numbers.  Process   The center admin team (CAT) maintains an updated list of project numbers here. Staff members should...

International Purchases

Overview  International purchases are automatically blocked on all KUCR and UKANS p-cards.  Requests to make an international purchase are handled on a case-by-case basis. Check with your supervisor for approval and funding.  Process for KUCR funding:  Send an email...

P-Card Reconciliation

Overview  Each time a purchase is made with a KU purchasing card (P-card), a reconciliation worksheet must be completed within five days of the purchase.  Process  If you need a department P-card to make a purchase, stop by the front desk to check one out. You will...

Mileage Logs

Overview  Mileage logs must be completed for any day trip outside of Lawrence using a personal car. Process Provide your Admin with the following information immediately after travel: Date of travel, with departure and return time. Destination and purpose (Example:...

Requesting P-Cards

Overview   University issued p-cards (purchasing cards) are required for work related purchases. Process   Meet with your supervisor to assess your need for a p-card.  If your supervisor believes a p-card is necessary to perform your job duties, they will help you...

Travel Reimbursements

Overview  A travel reimbursement must be completed for trips that have expenses other than mileage, parking and tolls or day trips lasting longer than 11 hours. They must be turned in and completed within 30 days of travel.   Process  While traveling, email your Admin...

P-Card Fraud

Overview   Review your statement thoroughly each month. If you believe fraudulent charge(s) have been made on your p-card, follow the step below based on the type of card. Process for KUCR funding:  Send an email to kures_card@ku.edu and cc your supervisor...

Vehicle Rental

Overview Staff may rent vehicles for work-related travel if specific requirements are met. Process    What are the requirements for renting a vehicle?  A valid driver’s license. A p-card. You will need a university p-card when paying for your rental vehicle. If you do...

Logistics

CPPR Scheduling Guidelines

Overview    By scheduling meetings intentionally and using time wisely, we’re being accountable to each other for holding productive meetings. Process    Here are some guidelines for scheduling successful meetings at CPPR: If you need to schedule a one-hour meeting,...

CPPR Remote Work Policy

Overview   CPPR has an official remote work policy, which went into effect July 1, 2018. Process   Review the full policy. If you believe remote work would be beneficial to you and to your position, discuss with your supervisor. To finalize a remote work agreement,...

Lawrence Hotels

Overview   Lawrence has a number of hotels with varying government rates available for out-of-town visitors, but it is preferred that we book with those that offer a KU discount.  Process   The Country Inn and Suites, 2176 East 23rd Street, offers a KU rate.  You may...

New Employee Trello Board

Overview   CPPR has developed a new employee orientation guide in Trello (an online collaboration tool). The board gives new employees a resource for information about our center, processes, and resources. Process   A CAT member emails new employees with the Trello...

Passes and Technology for Travel

Overview    CPPR provides equipment for use during work-related travel. Process    KTAGS, KU parking passes, projectors, and hotspots are all housed at the front desk. If you are in need of any of these items, please stop by the front desk and speak with a CAT team...

Scheduling ATS Meeting Space

Overview  CPPR can schedule meetings in select ATS conference rooms. ATS in in the Golf Course Superintendents Association of America building at 1421 Research Park Dr., Lawrence. The rooms generally have projectors, whiteboards, and phones.  Process  In the Outlook...

Scheduling with Outlook

Overview We use Outlook to schedule meetings, and staff should know the basics of how to schedule meetings and rooms.  Process   Use scheduling assistant to check the availability of co-workers and CPPR meeting rooms. To check availability of the center director or...

Presentation/Publication Tracker

Overview  CPPR keeps track of all presentations and publications produced by staff. This information is used both internally (e.g. to develop reports for AAI leadership or identify “go-to” resources/people on particular topics) and externally (as appropriate) as the...

Non-KU Visitor Parking

Overview   Parking procedures are in place for CPPR visitors.  Process  The St. Andrews Research Facility’s parking lot has fewer spaces than CPPR employees. When organizing meetings with visitors, please keep the following in mind:   If you have a meeting with 5 or...

PaperCut Use

Overview   CPPR must bill everything printed on the MFD (multi-function device) to the correct project.  Process   Each time something is printed, a PaperCut window should prompt the user to select a project number.  Choose the appropriate project number from the...

Technology

Video Conference Setup

Overview   CPPR uses video conferencing regularly. We have a variety of programs and technology that must be prepared before a meeting. Zoom, Skype for Business, and GoToMeeting are the primary methods we use. Process     Hardware Available Hardware & Use...

KU Technology How-To

Overview   KU Technology's how-to site provides a hub for all how-to-information on using technology at KU. The site has information on a variety of topics, from using Skype to connecting remotely via the VPN. HowTo.ku.edu Last Review/Update: June 2019  < Back to...

Multi-factor Authentication

Overview  KU IT moved to DUO Multi-Factor Authentication, and CPPR transitioned on August 31, 2019. Every new CPPR employee will need to enroll as soon as they begin employment at KU. Enrollment involves a chosen personal device, typically a smartphone. Process ...

Communications

CPPR Best Practices

Overview At CPPR we have best practices in place from emailing to supervisory practices. Process Here are some guidelines and best practices laid out for the following categories. CPPR Email Best Practices Make your emails affective.  We have best practices for emails...

KU Brand Templates

Overview PowerPoint Templates Use any of these 3 KU branded PowerPoint presentations. These files have been setup in a way that will make it easy for you to make your presentation accessible. If you have any issues, you can refer to the Quick Tips document or the...

Accessibility

Overview To see why making your documents accessible is important, watch Microsoft's "Empowering Every Person." A recording of the Lunch and Learn "Impact of Accessibility" is available or you may download the presentation. You may download the Quick Tips document or...

Social Media

Overview   CPPR uses social media to promote research and achievements, build partnerships, and add to the dialogue around education practices, assessment and evaluation that benefit children, families, and our communities. We utilize the following channels in order...