Frequently Asked Questions
Computer FAQ's
- Whom do I speak with regarding computer problems?
- How can I reserve the Hutchison 355 room computers or portable equipment (laptops, projectors)?
- How do I put information on the Plant Pathology website?
- How do I set my email when I go on vacation?
- How can I pick up my email at home?
- How do I add a new person's e-mail address to the departmental e-mail lists?
- What if I don’t know or can’t remember my Kerberos username and password?
- What do I do if Julio Cardenas is unavailable and I have a computer/network problem?
- I have a question on University policies and procedures. Where can I find information on this?
- Where can I find information on the UC Davis Academic Senate?
- How can I find out about copyright laws and copyright resources?
- How do I set-up a class mailing list?
- What if I want to use an overhead or a VCR in another building?
Administrative FAQ's
- When do I have to get a Purchase order into the office to get processed on time?
- When do I have to get Timesheets into the office to get processed on time?
- When do I get paid?
- Who is doing what for the department these days?
- What are the Business Office hours? Where is it located?
- How do I know who is handling my accounts now?
- Where do I pick up reimbursement checks?
- How long does it take to get travel or entertainment reimbursement?
- I want to know if this item has been budgeted for. Where can I find out?
- Where do I get needed forms?
- How do I get copies made?
- Where do I get the needed forms for Quick Copy?
- How can I obtain a purchase order?
- How do I get a library card and email for a visiting faculty/lecturer/without salary appointment?
- I am a seminar speaker. How do I get a travel form for seminar speakers? Where do I send it?
- Where can I obtain a Reimbursement for Entertainment event form?
- I would like to apply for a Teaching Assistant position with the Plant Pathology department. Is there an online form I can obtain?
- How do I check out a key?
- How do I coordinate a foreign visitor?
- How do I reserve a classroom?
- How do I advise someone requesting a Courtesy Appointment?
- How do I apply for PELP?
- How do I use the FastLane program?
- What are the guidelines for taking extended off-campus research leaves?
- What do I do if I injur myself at work?
- FACULTY - How do I get approval for my research leave?
Computer FAQ's
1. Whom do I speak with regarding computer problems?
The Plant Pathology department has a person that can be referred to for computer problems.Julio Cardenas (jcardenas@ucdavis.edu) is the Network and Systems Administrator for the Plant Pathology and Nematology departments. He would help you if you have problems logging on to the network, you computer has crashed completely, you need help with viruses, or any other major computer or networking problem. Also, he can help you with any item regarding departmental web sites, including making a new web page, updating information, adding class assignments or documents.
2. How can I reserve the conference room in Hutchison 355 or the departmental projector?
The conference room in 355A Hutchison can be reserved by signing up on the Departmental Conference Room web calendar.The departmental projectors can be reserved by signing up on the Departmental Projector Reservation web calendar.
Please make sure you sign up on the correct calendar to avoid any confusion! If you need a password for either calendar please contact Janet Brown-Simmons at 752-0476 or Elizabeth Jeffery at 752-0300 or send them an email at jbsimmons@ucdavis.edu or jemjeffery@ucdavis.edu.
3. How do I put information on the Plant Pathology website?
If you have a web page that is on the departmental web servers and you need to add a link, class notes, update personal information or just a general update, please contact Julio Cardenas at jcardenas@ucdavis.edu or give him a call at 752-1504 so he can make the changes for you.
4. How do I set my email when I go on vacation?
For specific information on setting your email choices when you go on vacation, click Vacation Email and You. For all email help, go to Email at UCDavis.
5. How can I check my email at home?
You can use the campus website called Geckomail. You will need to enter your Kerberos username and password to login.
6. How do I add a new person's e-mail address to the departmental e-mail lists?
At the time you request your Plant Pathology network account you will have the opportunity to select the option to be added to the departmental e-mail list but if you forgot to do it the please contact the network administrator at jcardenas@ucdavis.edu and he will be glad to help you.
7. What if I don’t know or can’t remember my Kerberos username and password?
You will need to take picture ID to Shields Library and visit the IT Express office on the ground floor. They will be able to give you a new account or reset an old account. They might also ask for your birthday and employee ID number. Please have those available.
8. What do I do if Julio, the network administrator, is unavailable and I have a problem?
Contact the Plant Pathology Office and they will be able to get hold of him. The office phone number is 752-0300. The office hours are Monday-Thursday 8am to 5pm, closed 12-1 for lunch.
9. I have a question on University policies and procedures. Where can I find information on this?
You can find this information at the Administrative Policy and Procedure Manuals website.
10. Where can I find information on the UC Davis Academic Senate?
Click on this link to go to the UC Davis Academic Senate Homepage.
11. How can I find out about copyright laws and copyright resources?
Go to the UC Davis website called A Practical Guide to Copyrights and Copywrongs. Check it out for further information.
12. How do I set-up a class mailing list?
The Automated Class Mailing Lists webpage has information regarding this topic.
13. What if I want to use an overhead or a VCR in another building?
The Information and Educational Technology department has a web page for Instructional Support, which includes this information plus much more.
Administrative FAQ's
1. When do I have to get a Purchase order into the office to get processed on time?
Krissy Dani is available from 10:00 am-noon and 1:00-5:00 daily. She has her door closed from 8:00-10:00 am to place phone orders. Forms are available in the Mail Room (355 Hutchison) to use in requesting an order for supplies, services, and equipment. All purchasing requests found in the order box at 8:00 am will be placed that same day. Put completed forms in one of the trays labeled ORDERS or RECEIPTS outside Room 348. When preparing forms make sure all information is complete and accurate, information of particular importance for purchase requests are the account number and approval. You will receive a pink copy of the order request form with annotated purchasing information. Be sure to save the purchase order copies as you will need them to verify your orders once they are received, request updates for any back ordered items or to use for re-ordering, i.e., catalog numbers, vendor address, etc.
2. When do I have to get Timesheets into the office to get processed on time?
Monthly timesheets - appx. the 15th of each month. Timesheets must be completed in ink including signatures. Plant Pathology and Nematology employees can place the signed timesheets in the timesheet holder in room 350 Hutchison Hall.
Bi-weekly timesheets every two weeks. Time sheets are due on the Monday after BWends. Signatures in ink required. Place the signed timesheets in the timesheet box near the door in room 349 Hutchison Hall.
Please contact Guyla, Sandy, Suzette or Wendy in the department office for further information.
3. When do I get paid?
Monthly employees receive their checks on the 1st of each month (if the 1st falls on a Saturday or Sunday, the pay date is the Friday before. December is the exception; the pay date is usually January 2nd or first day after the holiday.
Bi-weekly pay dates are appx. 1-1/2 weeks after the pay period ends, every other Wednesday.
For general questions contact Wendy Guyla, Suzette or Sandy (or whoever processed your personnel paperwork) in the department office.
4. Who is doing what for the department these days?
Janet Brown-Simmons - Provides primary administrative counsel to the Chairs of Plant Pathology and Nematology, participates with Chairs and Vice Chairs as a member of the department management team, and advises them on long- and short-term resource planning and allocation issues, financial management, academic and staff personnel, facilities requirements, administrative information systems, services, and efficiency improvements needed to support the teaching, research and public service goals of the departments.
Elizabeth Jeffery - Responsible for management of our graduate program, teaching program and the annual academic merit/promotion process. Graduate students doing research for Plant Pathology faculty but enrolled in other degree programs should check in with Elizabeth so that she can maintain historical records on that individual. Maintains current information on mail service. Contact person for Berkeley bus tickets, visitor-parking permits, quick copy orders. She will assist you in mailing packages, via campus and/or regular mail.
Guyla Yoak and Sandy Vice – Payroll/Personnel Processor and Account Manager, responsible for payroll/personnel forms and should be informed any time there is a change affecting your payroll and student status. Monthly Plant Pathology and Nematology employees from the M to Z should see Guyla and employees from A to L should see Sandy. Guyla has all the current information on benefits eligibility and university benefits, including health, dental, vision care, retirement, and reporting leave accrual and use. Any change in home address and or telephone numbers should be given to Guyla or Sandy. Before leaving the university, employees should check in with Guyla or Sandy to determine the status of benefits, and to complete termination forms. It is important to leave a forwarding address as well. Guyla and Sandy are Account Managers and are responsible for account reconciliation for faculty who has been assigned to them. They are responsible for contract and grant administration.
Suzette and Wendy – Payroll/Personnel Processor and Account Manager, responsible for account reconciliation to faculty who has been assigned to them. They are responsible for contract and grant administration. They are responsible for payroll/personnel forms for Plant Pathology and Nematology undergraduates and vacancy listing through Student Employment. In addition, Suzette and Wendy are the ones to be contacted on new J1 Visas related issues. Bi-weekly employees should see Suzette and Wendy for any question. They are Capitol Asset Managers, responsible for equipment inventory, gift acceptance, accounts payable and provide backup for purchasing, shipping and receiving.
Krissy Dani - Purchasing Agent, responsible for processing order requests, travel reimbursement, entertainment expense vouchers, Fed Ex shipments, accounts payable, receiving, copy cards, Facilities and bookstore.
Julio Cardenas - Systems and Network Administrator, responsible for the local area network for the departments. If you have a problems related with the local area network connectivity contact Julio (2-1504). Julio is also responsible for the student computer labs.
5. What are the Business Office hours? Where is it located?
The office hours are Monday-Thursday 8am to 5pm, closed 12-1 for lunch. Purchasing office is closed between 8am –10am daily. 348-354 Hutchison Hall.
6. How do I know who is handling my accounts now?
You can find out who is handling you account now by viewing the Interim Account Managers web page.
7. Where do I pick up reimbursement checks?
Your reimbursement checks will be placed in your mailbox.
8. How long does it take to get travel or entertainment reimbursement?
Expect 3-4 weeks for travel or entertainment reimbursement. Contact Krissy Dani in the 348 Hutchison for more information.
9. I want to know if this item has been budgeted for. Where can I find out?
Contact your Account Manager (Wendy, Suzette, Guyla, Sandy) in 348,349,350 Hutchison Hall.
10. Where do I get needed forms?
A wide variety of forms are available on the web at the Plant Pathology Administrative Forms page. Please check here before going into the Business Office. Most forms are available in PDF and Microsoft Word or Excel format.
11. How do I get copies made?
Each lab has their own copy card. The business office also has an admin card. For large print jobs, use Reprographics at 752-0867 or http://reprographics.ucdavis.edu/.
12. Where do I get the needed forms for Quick Copy?
See Elizabeth Jeffery in the 354 Hutchison Hall for these forms. Also, forms are available by envelopes (355 Hutchison)
13. How can I obtain a purchase order?
Purchase orders are best and most easily obtained by visiting our Plant Pathology Purchasing Forms page. Please check here first before coming to the Plant Pathology Business Office.
14. How do I get a library card and email for a visiting faculty/lecturer/without salary appointment?
If your visiting faculty has an actual "appointment", he/she will be required to complete Personnel forms which allows him/her to be entered into the Campus PPS system. From this system, Shields Library will be able to "see" their appointment and will process a library card for them upon their request. If the visitor does not have an actual "appointment", Shields Library will not assign a library card.
Another form for visitors can be completed and signed by the PI and Management Services Officer for IT-CAP to assign an email account.
See Business office to set up WOS appointments, complete forms for library card and email.
Note: International visitors on a tourist visa do not qulify for WOS appointments.
Please contact the Business Office if you have any further questions.
15. I am a seminar speaker. How do I get a travel form for seminar speakers? Where do I send it?
Travel forms for seminar speakers can be obtained online by visiting our Plant Pathology Travel and Entertainment Forms page.
A signature is required along with original receipts (hotel, taxi, etc.) then mail to:
Krissy Dani
UC Davis
Plant Pathology
348 Hutchison Hall
Davis, CA 95616-8680
16. Where can I obtain a Reimbursement for Entertainment event form?
Travel forms for seminar speakers can be obtained online by visiting our Plant Pathology Travel and Entertainment Forms page.
A signature is required along with list of attendees (with their titles, occupations or group) and original receipts then mail to:
Krissy Dani
UC Davis
Plant Pathology
348 Hutchison Hall
Davis, CA 95616-8680
17. I would like to apply for a Teaching Assistant position with the Entomology department. Is there an online form I can obtain?
The Curriculum Committee determines who will be the Teaching Assistants. Interested individuals should see David Rizzo, Chair of the Curriculum Committee.
18. How do I check out a key?
Get authorization form from the Business Office and have it signed by your P.I. or other authorized person in your lab and go to your IP's account manager (see table). The cost is $10/key.
19. How do I coordinate a foreign visitor?
If your visitor requires documents from UC Davis for visiting purposes, the department will prepare necessary forms obtained from Services for International Students & Scholars (SISS). Please stop by the Business Office for further information.
20. How do I reserve a classroom or conference room?
See Elizabeth Jeffery for reservations of the Library Conference and Rooms 103,109 and 355A Hutchison.
21. How do I advise someone requesting a Courtesy Appointment?
Faculty interested in a Faculty Courtesy Appointment in the department should submit a letter to the Chair requesting consideration and the reason for the affiliation with the department along with a Curriculum Vitae and Biography form which you can obtain from the Plant Pathology Instructional Forms page. Faculty Courtesy Appointments in the department are usually two years or less, voted on by the faculty, and are appointed as a ___ in AES without salary. Contact Janet Brown-Simmons for more information.
22. How do I apply for PELP?
Consult your major program academic advisor and Graduate Studies.
23. How do I use the FastLane program?
Enter your proposal in Fastlane, including your Fastlane ID number, your social security number, your budget and budget justification. Once you’ve entered everything in final form, click on the “edit/review/transmit” button which will automatically forward the proposal to UCD Office of Research for review and approval, then they forward it on to NSF. The Office of Research likes at least 5 days to complete the review process. At the time you upload the proposal to OR, we will need to take them a hard copy (signed) of data sheets and a financial disclosure form. We will need a hard-copy printout for your grant file in our office and so we can get the information to prepare the data sheets (project title/effective dates/budget amount, etc.). Pretty simple process once you complete the writing part. I’ll be happy to help you with the budget preparation if you like, and I’ll be around if you have any other questions. You can reach me, Guyla Yoak, at gfyoak@ucdavis.edu or call (530) 752-3794. If for some reason you can’t reach me, Sally Harmsworth at the Office of Research would be a good contact for any Fastlane questions you might have. And if you can give me a draft of the proposal (but with the accurate budget), I can prepare the data sheets and financial disclosure form ahead of time so they can be signed and ready for deliver to OR when you do click on the transmit button.
24. What are the guidelines for taking extended off-campus research leaves?
Please review the "Guidelines for approval of extended off-campus research leaves" and the Leave Chart
25. What do I do if I injur myself at work?
Please review the "Directions for Completing the Employers’ Report of Occupational Injury and Illness - Click Here for the Report Form.
26. FACULTY - How do I get approval for my research leave?
All your leave requests should be entered into our web based leave system located on our home page and should include the phone number of the location you can be reached, not your lab number. Pre-approval of business leave is required for travel reimbursement. If you have 7 days or more leave, there is an extra step required in addition to entering your leave on the website. Fill out the xls on the website and send it to your account manager. Your account manager must prepare a hard copy of the sabbatical form for your signature and the chair's signature to be forwarded to CAES. Unfortunately, this form is not yet available on campus electronically.
One Shields Avenue - 354 Hutchison Hall - Davis, California 95616
Telephone: (530) 752-0300 - FAX: (530) 752-5674
Email the Plant Pathology Office