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| Resources :: Policies |
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| Human Resources |
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| Employees |
EBIRE may employ full and part-time employees to carry out the research and education projects administered by the Corporation. EBIRE employment policies are contained in a memorandum entitled "EBIRE EMPLOYMENT POLICY" which follows:
Length of Employment: Employees of the East Bay Institute for Research and Education (EBIRE), are hired for an indeterminate period on an "as needed basis." This employment may be terminated at any time at the discretion of the supervisor with a two-week advance notice. These terms of employment represent the policy of EBIRE and cannot be superceded by any explicit or implicit commitment(s) on the part of the employee's immediate supervisor or by the investigator of the project(s) on which the employee is working.
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| Paychecks |
Employees of EBIRE are paid on a biweekly basis. Paychecks are available at the EBIRE office and may be obtained by the employee after 9:00 a.m. on the Thursday following the end of the biweekly pay period. It shall be the employee's responsibility to maintain an accurate time card, to have this time card certified by the EBIRE supervisor, and to submit it to EBIRE, on the last Friday of the pay period.
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| Holidays |
Full-time employees of EBIRE receive eleven (11) paid holidays per year (New Year's, Martin Luther King's Birthday, President's Day, Memorial Day, July 4th, Labor Day, Columbus Day, Veteran's Day, Thanksgiving and day after, and Christmas Day). Part-time employees receive only those holidays falling on their regularly scheduled workdays.
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| Annual Leave |
Full-time physicians and nurses employed by EBIRE accrue annual leave at the rate of eight (8) hours per pay period. All other employees receive two (2) hours for every 40 hours worked for 1 to 3 years service; three (3) hours for every 40 hours worked for 3 to 15 years of service; and four (4) hours for every 40 hours worked after 15 years of service. Part-time employees accrue leave prorated to their part-time hours.
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| Sick Leave |
Full-time employees of EBIRE accrue sick leave at the rate of four (4) hours per pay period. Part-time employees accrue sick leave prorated to their part-time hours.
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| Travel |
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| Information |
EBIRE may support domestic or foreign travel expenses of its investigators and employees to scientific meetings or for other defined research or related educational purposes consistent with EBIRE policies.
VA employees must submit pre-travel forms to EBIRE three weeks prior to commencing travel to allow for the VA approval process.
Reimbursement may be requested upon completion of travel by submitting post-travel documentation.
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| Expenses |
Air Travel
- Reservations should be booked and ticketed for business or coach classes.
- Expenses can be paid with personal credit card or check and be reimbursed by EBIRE (original receipts must be submitted), or
- EBIRE can prepay Travel Agent or Carrier directly by check.
Registration Costs
- Expense can be paid with personal credit card or check and be reimbursed by EBIRE (original receipts must be submitted), or
- EBIRE can prepay for registration by check.
Lodging Costs
- Reimbursement will be provided after the travel is completed (original receipts must be submitted).
- EBIRE does not reimburse for mini-bar and movie expenses.
Meal Costs (based on 24-hour period)
Ground Transportation
- Public transportation, taxi, and car rentals will be reimbursed after travel is completed (original receipts must be submitted).
- Mileage using own transportation is reimbursed at the approved rate for 2005 of 40.5c. Mileage is based on distance from work site.
Parking
- Parking (airport, valet, public, etc.) will be reimbursed after travel is completed. Original receipts must be submitted.
Note: Original Receipts are ALWAYS required!
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| Travel Agent |
Submit a Pre-Travel package to EBIRE prior to reserving airline tickets with our corporate travel agent:
Helen Stimson
Park Place Travel
(925) 937-6761
(925) 945-6115
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| Purchasing |
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| Various Items |
Items may be purchased by EBIRE from vendors recommended by the investigators. If a question arises about the appropriateness of a purchase, EBIRE will request justification from the investigator. Acceptable expenses include supplies and other expendables such as scientific books, journals, equipment, and meeting expenses relating to research.
The appropriate forms should be completed to request purchase or reimbursement. EBIRE will place and track orders. The investigator or lab assistant will be notified if an item is placed on backorder beyond two weeks.
EBIRE maintains accounts with numerous vendors. Suppliers on the Preferred Vendor List have a contract with EBIRE to provide discounts.
When merchandise is delivered to EBIRE, the investigator or lab assistant will be notified. EBIRE must always receive a packing slip upon receipt of a package. If the delivery comes to EBIRE, the packing slip must be signed and provided to EBIRE when the package is picked up. If the merchandise is delivered directly to the requisitioner, the packing slip must be forwarded to EBIRE immediately.
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| Equipment |
Equipment purchased by EBIRE becomes the property of EBIRE, which retains the right to dispose of the equipment (either by transferring it to another investigator or another non-profit organization upon the termination of the investigator's membership in the Corporation).
EBIRE will issue an equipment tag for each item purchased for over $1,500. It is the investigator’s responsibility to affix the tag and provide EBIRE with the serial number and location. When tagged equipment is moved, EBIRE should be notified.
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| Subjects |
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| Payment Reimbursments |
Research subjects can be reimbursed for transportation expenses and study participation.
Appropriate form(s) should be submitted to EBIRE. Payment may be mailed to the subject or held for pick-up.
Petty cash funds will be available to reimburse the subject on the day the service is performed provided EBIRE has received 48 hours advance notice.
IMPORTANT:
Completed Human Consent forms must be submitted to VA Research Office.
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