A lot of information on day-to-day admin tasks can be found on staffnet, although information can be hard to find. We have tried to summarise information that should be useful for particularly for postdocs in SEES.
Andy Thomas (x 50973) is the stores technician for Williamson Building. He can be found in Williamson building G7, and will accept deliveries of your orders. Andy has a supply of common stationery items and can also help you access common items found in the University central stores. To find out what is available:
- Log into your ‘MyManchester’ account.
- Type ‘EPS stores’ into the search box
- Click on that and that will then provide a full catalogue (product, product code, price, quantity etc.) of what is provided within the University stores on campus.
- If what you need is listed, just send an email to Andy including:
- Product code
- Charge code (normally starting AA or R)
Ordering on iProc
Firstly please note that this system can only be accessed from a computer on University campus internet. This can be achieved off campus using Cisco Systems VPN Client.
If you will need to purchase items which are not available from central stores during the course of your postdoc, for example lab consumables, you should become a requisitioner on iProc. iProc is the University’s online procurement system which enables you to purchase items from companies which are registered suppliers to the university. To become a requisitioner you will need to register and complete an online training course. Details can be found here. You will be asked for an I&E code for each product you order which is basically a way of categorising the purchases. A complete list of I&E codes can be found here.
Non-catalogue requests are often necessary. These are for items which do not appear on the list when you search in iProc but come from a registered supplier to the University. To find out if your supplier is already registered, type the first part of the name in the supplier name box followed by "%" to search.
Once you complete an order on iProc, it will be sent to the budget holder for approval via email and usually Andy Thomas will accept the delivery and contact you about delivery to your office or lab.
Importantly, if you work in Simon building, you must make sure that you request your items to be delivered to Williamson building so they can be signed for and accepted by Andy. There is no manned reception in Simon building to accept deliveries.
Credit card ordering
Occasionally, you might need to order something from a company which is not registered as a supplier to the University. In these instances you should use the school credit card. To do this you must fill out the credit card form in full, which can be found here, get the budget holders approval, plus an authorised signatory (currently Kevin Taylor, Jamie Gilmour, Steve Olivier or Thomas Choularton), and send the form either to Oliver Street or Penny Ralph, who can place the order for you. Further details here.
Egencia (part of Expedia Inc.) is the University’s chosen travel management system, which means that all travel and accommodation bookings, national and international, must be done through Egencia. Car hire is not done through Egencia and to do this you should contact email@example.com for the travel administrator for SEES. You can also get set up to do your own bookings etc. by contacting this email address. Some low-cost airlines, hotel and trains are non-refundable once the booking has been confirmed. You can also find user guides on how to use Egencia’s online system here.
Travel insurance is available to all staff travelling on University business. The policy can be found here, and it is recommended you print off the certificate to take with you on your trip. It is also a legal requirement that you have a risk assessment in place, so make sure you are up-to-date on this. For more information, contact the insurance office.
Information on expenses can be found here. Expenses claims can be made by logging on to MyManchester and starting a claim under my expenses. They will be paid to your bank account and usually take around 1 month to be processed.
Cash Passport Mastercard guidelines
The Mastercard is issued to staff and students who are travelling away from the University, on business, where they will incur out of pocket expenses. If you are planning an extended work trip or one which will incur significant expenses you should use this route.
Health and Safety
The Control Of Substances Hazardous to Health Regulations 2002 (amended 2004) require that before you commence any work which involves the use of hazardous substances, the risk to the health of those exposed must be considered and appropriate safety precautions adopted. Therefore you are required to complete a COSHH risk assessment form before you start the work which must be approved by your line manager and the School COSHH advisor Dr Karen Theis. The draft version should be submitted to Karen for checking before signatures are obtained. Once you have received final approval you should print off the form and sign it as the assessor. Your line manager will then need to sign the form before getting the final signature from Karen. You can then photocopy the form, one copy must be filed with Karen, one copy must be placed in the lab where the work will be carried out and a final copy should be kept by you.
Details of courses enabling safe working practice can be found on the online training catalogue and you should ask your lab manager if there are any additional training courses you should complete. Courses available include liquid nitrogen, laser safety, biological safety, working at height, display screen, radiation and manual handling.
Software can be downloaded from the University’s Electronic software delivery system (EDS).
Cisco Systems VPN Client can be installed on your laptop enabling access to University networks when you are off campus.
The IT service desk handles all general IT enquiries and can be reached via their online system or by calling 0161 306 5544.
Printing / photocopying
Simon building: photocopier on 3rd floor
Williamson building: photocopier is in the mail room, 1.43
Williamson building: There is a post room (1.43) where you should have a pigeon hole for incoming mail. In Simon Building, the pigeon holes are on the 3rd floor.
For outgoing internal (University) mail, give this to one of the porters at the porter’s lodge by the Williamson building main entrance. To post larger items by DHL, contact Cristina (Williamson building) or Penny Ralph (Simon building).
Williamson: There is a tearoom and kitchen facilities in room 1.53.
Simon: The tearoom is outside lab 1.05, and has a sink, fridge, microwave, kettle and coffee machine.