Administrative Procedures & Policies
Business Center & Sponsored Research
Marcia Kuonen oversees the day-to-day financial and sponsored research management for the department. She has responsibility for the business center which is comprised of two assistant grant managers and two purchasing support personnel.
Assistant Grant Manager
Assistant Grant Manager
Responsibilities within the Business Center are described below followed by the chart of assignments by faculty group.
Under the supervision of the Business Manager and a member of the Business Center, the Assistant Grants Manager’s primary responsibilities are pre- and post-award activities related to MAE home based faculty with research grants both internal and external to the University. Assistant Grant Managers are responsible for maintaining a comprehensive knowledge of the faculty member’s research portfolio and providing thoughtful and effective guidance to principal investigators on how best to utilize their research resources for both sponsored and discretionary research funds. The assistant grants manager serves as a resource for faculty, students, researchers and staff on policy and procedural inquiries related to grants management and financial activities of the University. The assistant grants manager assists the business manager with the implementation of departmental processes and changes to workflow, policy or procedures as required.
Buying & Paying
The Marketplace is the primary source for requesting goods and services for all campus purchasers. If you hold a University netid you have been automatically granted Shopper capabilities in the Marketplace. The Marketplace can be accessed from the PRIME portal. Reference materials for buying & paying for goods and services can be found in the Information and Training button on the PRIME portal. When submitting a Marketplace cart please assign the cart according per the chart below.
Travel & Expense
Travel and expense reimbursements are submitted through Concur. Paper reimbursements are not accepted. If you hold a University netid you have been automatically granted access to Concur. Concur can be accessed from the PRIME portal. Reference materials for travel and expense can be found in the Information and Training button on the PRIME portal.
You will need to perform the one-time setup to create your profile. The Getting Started link on the Travel & Expense website will guide you through this process. Some basic information that you will need to setup your profile is listed below.
- From the Profile tab, click Expense Approvers and type in your supervisors name, select from the dropdown and click save. After your supervisor reviews your expense report please route the report to the approver according to the chart below.
- When submitting expenses you will need to obtain the full chart string and enter it in the allocation tab for each expense before submitting the report.
- Each expense item must include a description of the expense in the business purpose field.
Effective July 1, 2015
- Write a resignation letter and provide it to the faculty member and the Department Manager. It is customary that this be provided at least 30 days before your departure. The letter should include a reason for your departure, your last day of work and a forwarding address and phone number. If you are taking a position elsewhere please include your new title and the name of your new place of employment.
- Update your forwarding address via HR Self Service. A correct forwarding address can help ensure receipt of your W-2 in a timely fashion. Each February, payroll receives a large number of requests for duplicate W-2s because they were mailed to incorrect addresses.
- Update paid leave of absence information in HR Self Service. Grant funded positions must use paid leave time prior to the end of the appointment and are not compensated for unused vacation time at the end of the appointment.
- Turn in your key to the Business Center.
- See the Office of Human Resources website for continuation of health benefits information.
- Return all University purchased lab materials, computing and supplies.
Employment and Enrollment verification
These official University letters should be requested from the offices below. Please allow ample lead time when requesting letters and documents.
Any questions please see the Department Manager.
The Facilities Service Center provides a central point of contact for the campus community. Questions and requests regarding custodial services, repairs, housing, pest control and a variety of other issues are addressed in a prompt, friendly and knowledgeable manner.
To request service you can call the service center directly at (609) 258 - 8000 or submit an online work request.
New Arrivals (faculty, researchers, staff and visitors)
Prior to arrival:
- Contact the Housing Office for assistance with University rentals and off-campus housing.
- For international appointees, contact the Davis International Center.
Upon arrival to campus:
- For Princeton paid appointments, complete I-9 requirements within three business days of start date. Human Resources, 2 New South. If you do not complete this step or do not complete within three days you will not receive a paycheck.
- Obtain Tiger card and parking pass, Level A New South.
> Upon confirmation of your appointment you will receive an email with your netid and instructions for accessing the Princeton domain. This information is sent to the home email provided during the appointment process. If you do not receive this information please contact the Department Manager.
> For access to puwireless, visit the OIT website.
> Postdocs and lab members should subscribe to the department's research group listserv. To add yourself to the list please visit this page and login with your Princeton netid and password and subscribe to the MAE-RSCHGroup list. It is important that you subscribe to this list as it is used to send announcements and notices from the department and campus community.
> For computing assistance please contact Jeff Addo in room D209 or send email to
- Check in with the main office, Room D216 Engineering Quad to pickup important documents.
- Check in with the Business Center, Room D209 Engineering Quad to obtain key and mailbox assignment. The mailroom is located in Room D225 Engineering Quad. If you will need after-hours access to the Engineering Quad please make this request to Valerie Carroll.
- International scholars must check-in with the Davis International Center.
- Send an photo of yourself to the Department Manager for posting to the People section of the website.
- Complete lab safety training with Environmental Health & Safety. Please consult with your lab manager about the training required in addition to the laboratory safety training course.
- Complete Responsible Conduct in Research training.
- Familiarize yourself with HR Self Service . This is used to update personal information and record paid leave of absence time. Leave of absence time must be updated on a monthly basis. For changes to submitted time please contact the Department Manager.
- Benefits information can be found on the Office of Human Resources website.
Notary & Passport Photo Services
The Financial Service Center located at 7 New South provides Notary Public Services. Please visit the Financial Services website for more information.
The TigerCard Office located on Level A New South now provides notary and passport photo services for current full-time Princeton University students, faculty and staff members. United States passport or visa photos are free of charge with your current valid TigerCard. They will ensure that your passport and ID photos adhere to strict federal regulations. No appointments are necessary. For questions regarding these services please email firstname.lastname@example.org.
SEAS Pet Policy & Guidelines
Effective: March 1, 2015
These guidelines are intended to consider health and safety issues surrounding pets in the workplace. We recognize that having your pet in the workplace can create a positive environment for you, some of your colleagues and your pet; however please remember to be considerate of your neighbors in the workplace. Many people have allergies that are impacted simply by presence in the building. Allergic reactions can cause interruptions in their ability to work effectively. Others may have a fear or dislike of animals which must be respected at all times. Your rights and your pet’s rights end at your neighbor's personal space. These guidelines do not apply to service animals.
During regular University business hours you must ensure that you follow these guidelines.*
1) Pets are not permitted in labs, common areas or shared office spaces.
2) Except when entering or exiting the building, your pet should be contained in your individual office at all times. Baby gates or other methods of containment may be used.
3) Walking with your pet throughout the hallways should be limited to entering and exiting the building only.
4) Your pet should be on a short enough leash that it cannot rush, attack, panic, nip at, or in some other way harm others. Pets should be well-behaved (not aggressive toward others).
5) Princeton law says that dogs must be on leashes. New Jersey law mandates the leash must be no longer than 8 feet long, and the dog must be under your control at all times.
6) Roaming throughout the building on or off a leash is not permitted.
7) Please be sure to clean up after your pet.
Department chairs / managers and center directors may find the need to revise these guidelines and/or prohibit pets in certain areas if circumstances within departments / centers arise (space constraints, employees with allergies, etc.).
Please be considerate of your neighbors and your community!
Should you have any questions about these guidelines please contact your department chair or department/center manager.
*Regular business hours are defined by Office of Human Resources policy 5.0.2 Work Schedule and Breaks. The normal daily business hours of the University are 8:45 a.m. to 5:00 p.m. during the academic year, and 8:30 a.m. to 4:30 p.m. during the summer.
Effective: October 1, 2015
1) Requests for individual or recurring room reservations may be made at any time. Reservations are made by contacting the Assistant to the Chair & Manager, Deanna Spoth. (When applicable, the Undergraduate or Graduate offices may also make reservations). Reservation requests should include a description of the event, the date and time requested and a contact name.
2) MAE groups without meeting space in their labs or offices may reserve rooms for weekly group meetings or recurring events for up to one academic year at a time, September - June. Meeting times may be requested as early as August for the upcoming academic year. Right of first refusal will be granted to group meeting times held during the previous year. Summer reservations may be requested as early as April for recurring meetings to be held during July and August.
We ask that you notify a staff member as soon as possible if you will not hold a meeting at a regularly scheduled time to release the space for others.
Your group is responsible for making all setup, cleanup and catering arrangements.
3) Members of other departments may reserve MAE rooms no more than one week in advance and may not reserve rooms for full day events. (Exceptions to the latter may be requested by discussion with the Chair or Department Manager.) Rooms may not be reserved by members of the MAE department where the primary beneficiary is a member of another department unless these criteria are met.