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NDSU Extension Policies and Procedures

Click here for a complete list of NDSU Extension Service Policies/Guidelines

 

Expense Reimbursement

This topic will be covered in detail during your on-campus visit. If you need to address an expense prior to your visit, review the information included in the Handbook for Extension Agents and ask your mentor or office staff to assist you.

 

Travel

NDSU Accounting Office - Travel - travel policies, procedures and related forms

Reimbursement Process - expediting the Travel Reimbursement process - employee travel

Quick Reference Guide for Employee Travel
Quick reference guide for NDSU employees. It is not intended to replace the travel policies of NDSU or the laws of the State of North Dakota.

ND Hotel Reference 10/1/2016 - 9/30/2017 - For reference use only: Lodging facilities offering state rate when available.

State Fleet and Rental Vehicles Guidelines


Travel Authorizations

Approval must be completed for all out-of-state travel and sometimes for in-state travel.

To request approval for out-of-state travel:

You must have each out-of-state trip pre-approved by your immediate supervisor (district director or department chair) and others in administration.  An online form is available for purposes of obtaining out-of-state travel authorization. Log in using your Microsoft 365 username and password. Estimate expenses as closely as possible, even though you would not be held to these estimates for reimbursement.  Be sure to include source of funding for your travel. Complete the online form for approval at least 10 days before your planned trip.

The same process is used for authorization to travel out of the United States. Please notify the University Policy and Safety Office to arrange proper Workers Compensation Coverage. Note that all travel out of the U.S. requires approval at least 30 days before your trip.

For in-state travel:

Ask your support staff about local policy. You may need to contact your supervisor for direction.

Grants and Contracts

Grants and contracts to be paid through NDSU must have approval before submission of the application. Contact Ona Vig, Ag Budget Office, 231-8528, for help with the NDSU approval process.

When should grant proposals be sent through NDSU for approval? Grant proposals that are requesting operating (travel, materials, supplies or any other non-salary or equipment expenditure) funds may best be handled through the county. If salary dollars for NDSU employees are requested, the grant may best be handled through NDSU which means that it needs to be approved by NDSU before it is submitted to the funding agency. If a grant is to be awarded to NDSU, it needs to conform to NDSU’s policies and procedures as well as any applicable federal circulars. Contact Ona Vig, Ag Budget Office, 231-8528, early in the proposal development process for proposals that will be approved by NDSU. For more information, refer to the General Grant Proposal Guidelines for County Extension Employees.

New employees are less likely to need this information during the first months of the job. However, if you are asked to work with a grant you will want to gather more information before making a commitment.

 

Institutional Review Board (IRB) Training

Visit Institutional Review Board (IRB) for procedures related to the protection of human participants in research.

IRB Procedures (Human Research Protection Program: Operating Procedures)

IRB Training

  • NDSU IRB Standard Operating Procedures requires all investigators and research team members engaged in the conduct of human subjects research to complete training on protecting the rights and welfare of research participants (documentation of training is verified at initial and continuing review of the protocol, as well as when adding research team members to a protocol.
  • This requirement applies to all those who will interact or intervene with research participants, obtain informed consent, or handle identifiable data (e.g., principal investigators, co-investigators, key personnel, research team members, assistants, or outside collaborators).
  • The training requirement may be satisfied by completing an online Collaborative Institutional Training Initiative (CITI) Program, attendance of a one-hour in-person session offered by the IRB Office, or attending an in-person session during Fall Extension Conference. IRB training is also offered as a part of New Staff Orientation.

Supervision

Who's my boss: County chair or district director or county commissioners?  Research Extension center director or district director? Department chair or program leader? This can vary from county to county and department to department. It may also be tied to the specific nature of your position. Your district director or program leader will explain your specific line of supervision.

Annual Training for NDSU Employees

The following training courses and forms should be completed on an annual basis.

Training Courses
Forms/ACKNOWLEDGEMENTS

 

Tracking Training

NDSU has developed an application to assist employees and supervisors with training compliance.  NDSU employees may access the Track Training application by logging in with their NDSU username and password.

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