The AADs have populated this spreadsheet (one tab per unit) to showcase the status of development-related events in the Academy through May 31st, 2020. If you have any questions related to a particular event, please reach out to the AAD.

The University’s existing policy on payments/reimbursements for travel cancellations remains in effect, with one policy exception noted below due to the unusual circumstances of COVID-19.

Per existing policy, travelers who have purchased tickets or incurred expenses for travel events which are subsequently canceled are encouraged to rebook unused airfare and cancel lodging reservations and conference bookings, whenever possible. Credits from canceled flights booked through TravelND (Anthony Travel or the Concur Booking Tool) will be tracked by the University.

If an individual paid for a flight personally that was subsequently canceled due to COVID-19, reimbursement can be requested even though the flight was not taken. This policy departure is allowed for COVID-19 related cancellations with the understanding that the airline ticket will be reused for University purposes in the future. The employee and/or their department will be responsible for keeping track of the unused flight ticket and ensuring it is used at a later point in time for University purposes.

To request reimbursement for canceled travel, the traveler will file an expense report and document that the flight/conference/trip was canceled due to COVID-19 and therefore the ticket could not be used. Please fully document the issue and utilize the activity code 11019 “COVID-19 Related Costs”, which the University has established for tracking purposes.

Once the ticket credit is finally used, the employee will include the previous reimbursement when documenting the “full trip” on the future trip expense report. Any change fees associated with rebooked flights will be reimbursed, regardless of booking method.

Any remaining out of pocket expenses incurred for travel cancellations will be reimbursed at the discretion of the department. Please be sure to use activity code 11019 “COVID-19 Related Costs”, when applicable.

Note that refunds received by a traveler (in the form of credits issued or cash reimbursements) for other University prepaid travel items (e.g., conference fees), whether paid by the University directly to the vendor or via reimbursement to the employee, are to be repaid to the University when received by the traveler. If this step is not followed, the budget unit may incur double costs and the traveler receives double reimbursement.

Greetings from the Office of Student Employment!

As we continue to work through next steps related to the University’s COVID-19 response, we want to take this opportunity to address our student workers. These students provide important services to our offices, and their compensation is often integral to how they pay for their Notre Dame education.

With that in mind, we are encouraging all departments to make remote work available, if possible, for current student workers. This will not be possible in all cases, but we ask for your creativity in trying to make this option available.

Our current policy for student workers is as follows:

Undergraduate Students:

• No undergraduate students may work on campus.
• No undergraduate students will be allowed on campus to perform research. Department chairs/PIs should make efforts to reformat the research to be done remotely, if possible.
• Undergraduate students who were not employed prior to spring break are not eligible to begin new work (this is consistent with HR policies around the hiring freeze as well as the practical issue of processing I-9’s).
• Undergraduate students can work remotely if a department has a need for the work and the student chooses to work.
• The employing department will be responsible for paying the students’ wages, per usual practice.
• Student workers are responsible for entering their hours in Ultratime and supervisors must verify the accuracy of the entered hours. If a student worker does not have online access to Ultratime, this access can be established by contacting Payroll Services at payroll@nd.edu or 631-7575.
• Non-Notre Dame undergraduate students are either temp or part-time employees and must follow guidance from HR.

Graduate Students:

• Research Assistants should continue to work on their projects and continue to be paid. There are many activities that can continue if physical access to labs is not possible, including manuscript writing, data analysis, etc. Students should be in contact with their faculty/Principal Investigators for guidance.
• Teaching assistants should be teaching via distance and should continue to be paid.
• Graduate students on fellowship/stipend will continue to receive their stipend.
• Graduate students with hourly jobs can work remotely if a department has the need for the work and the student chooses to work.

There will be situations where remote work is possible but the student decides not to continue working, we ask that you let the Student Employment office know of these “vacancies”. Because there may be situations when a student wants to work and needs the resources to support themselves, but cannot because the job they previously performed cannot be performed remotely. In these situations we’ll encourage them to find another “vacant” student job.

If the student finds themselves in the situation where:

1. 1. their existing student job is unable to be completed remotely, and
   2. they cannot find another “vacant” student job,

then the student can reach out to the Office of Student Employment at stdempl@nd.edu to see if they might qualify for wage replacement. Consideration for wage replacement will be given to students who have a demonstrated pattern of work and who demonstrate a certain level of financial need.

The above policies were developed jointly with representatives from the Enrollment Division, Student Affairs, Finance Division, Human Resources, Graduate School, ND Research and General Counsel. This policy will be noted on the coronavirus.nd.edu site and will be communicated to Undergraduate and Graduate students via a newsletter from the Division of Student Affairs.

For questions regarding these policies, please reach out to one of the following individuals:

Yolanda Teamor, Senior Assistant Director of Financial Aid
yteamor@nd.edu or 631-5119

Jason Little, Associate Controller
jlittle1@nd.edu or 631-3579

We hope this information allows you to move forward with your decisions on student employment. Please note this email will also be sent to Business Managers and Student Worker Supervisors; however, please forward as appropriate.

Sincerely,
Student Employment

Dear colleagues,

It is with mixed emotions I share that Andrew Whittington will be leaving the Annual Giving team to take a new role within the University as a Program Director with the Center for University Advising – an initiative here at ND dedicated to accompanying and forming our students as they grow into fuller versions of themselves.

During Andrew’s time in Development, he has been an incredible partner and leader in growing the ND Loyal volunteer program. We will certainly miss Andrew, but know he will bring his professionalism, integrity, and commitment to excellence to this new role and continue to serve and better the University.

Andrew’s last day is this Friday – please join me in congratulating Andrew!

-Ellen Roof

During these times of remote work and social distancing, it can be hard to maintain a sense of community and connection to one another. We want to remind you that the 5-9 platform is a great tool for virtually engaging with one another. Whether you want to organize a digital event, such as an informational webinar or a video-chat coffee, or want to post and discuss articles you’ve found helpful, such as tips for working from home or keeping young kids occupied, 5-9 is a great resource to explore and share. For example, feel free to add your dog/pet pictures to this thread! If you need help setting up your account or have any questions, please feel free to reach out to Grace Prosniewski.

Dear Campus Community,

We know these are unprecedented times in our history, requiring us to respond in new ways in how we teach and offer campus services. As we adapt, we must ensure that departments, faculty and staff have the resources they need for success, while also ensuring good stewardship and appropriate business practices.

To that end, following are a few general reminders (please see below for specific guidance for faculty related to remote teaching):

• buyND is the preferred purchasing platform for Notre Dame needs, and items can still be ordered through buyND, which can be accessed through https://buy.nd.edu/. For more information on using buyND please view the buyND User Guide.
• Our strategic and preferred suppliers are, in most cases, able to deliver your goods within one to two days.
• Purchasing items through purchase order, the use of procurement cards or through OIT or our campus bookstore as direct FOAPAL charges is preferred to the use of a personal credit card. If items purchased through a personal credit card are deemed to not have a clear and reasonable business purpose, reimbursement will be denied.
• Home delivery of items is typically not allowed. However, we realize these are unprecedented times. For this reason, approved purchases can be delivered to your normal office location or directly to your home. Alternate delivery to a location other than your normal campus location must be arranged by directly communicating with the carrier for the parcel at the moment of placing the order. If you need assistance please contact the Procurement Services Helpdesk.
• Coordinating technology purchases through OIT or the campus bookstore ensures that equipment meets the University’s standards for security and capability.
• Purchases of home office equipment, printers and ink, and related office supplies are typically not allowed. However, we understand these are rare circumstances and certain items can be obtained with approval of the Dean/Vice President or their designee for your college or school. It is recommended that faculty and staff bring their devices from their offices on campus or use the multi-function devices on campus.
• There is no reimbursement of home internet or cell phone expense.
• Please do not buy supplies such as masks, gloves and sanitizers that are in critical supply, unless they are a core requirement of performing your duties (i.e. gloves and masks for use in research and cleaning supplies used by custodial staff are allowed).
• Please call the Procurement helpdesk at 574-631-4289, or contact anyone on the Procurement team. View contacts at: https://buy.nd.edu/contact/.
• Practice good stewardship of University resources by purchasing items that are a core need of your business purpose.

In a time of so much uncertainty, prudent stewardship of our resources is of high importance. We thank you in advance for your support of good business practice. Should you need assistance in acquiring items, Procurement Services is ready to help you.

Academic Advancement and Annual Planning:
Especially as we begin Annual Planning, please know that we have a full Academic Advancement team in full service. Individual team members will continue to operate as usual, and do so remotely. Our team can be a valuable resource as you build out your plans for the coming fiscal year, and also close out this year as strong as possible.

We are available via phone call, email, text, or Zoom meetings. Below is a directory of our team, sorted by the areas we serve, and including our email addresses and cell phone numbers.

• Arts and Letters – Maria Di Pasquale: mdipasqu@nd.edu, (626) 241-3042
• College of Engineering – Jeff Arnold: jarnold4@nd.edu, (574) 210-4940
• College of Science – Allison Slabaugh: A.Slabaugh@nd.edu, (314) 910-9029
• Financial Aid and Student Life – Matt Gelchion: mgelchio@nd.edu, (201) 988-2516
• IDEA Center and Office of Research – Karen Deak: kdeak@nd.edu, (314) 971-5336
• Keough School of Global Affairs – Jay McAllister: jmcallis@nd.edu, (412) 855-7861
• Law School – Kate Mueller – Kate.Mueller@nd.edu, (574) 339-6073
• Mendoza College of Business – Natalie Sargent: nsargent@nd.edu, (513) 885-6287
• Museum of Art, School of Architecture, Debartolo Performing Arts Center – Michael Loungo: mloungo@nd.edu, (646) 872 9081
• Notre Dame International – Michael Loungo: mloungo@nd.edu, (646) 872 9081

For general questions or if you need help discerning who to contact, reach out to Kelly Courington at kcouring@nd.edu or 708-254-5607.

Given that at calendar year-end Gift Planning employs a “skeleton crew” approach, Gift Planning is uniquely positioned to transition to a remote work environment with minimal disruption.

Generally

All gift planning members are expected to retrieve his/her voicemail messages and monitor his/her email regularly during any period of remote work.

GPOs will be expected to utilize laptops and cell phones to function as normal.  GPOs will continue to take responsibility for the gifts he/she is working on both in engaging with the regional directors and benefactors and processing gifts that come in during this period.

Region directors will continue to work directly with the GPO and per usual, may reach out to Rich Naponelli with any questions and/or issues including gift acceptance requests.

Development Coordinators will be expected to utilize laptops, be generally available during this time, and proactively engage with his/her GPO as would be the case in the office.  We plan to utilize Google chat, text messages, Zoom meetings, conference calls, and emails to mimic the office environment.  Over the last 2 years, we have continued to migrate many of our manual processes online so that most if not all processes may be completed without the need to physically transfer paperwork.

Rich Naponelli • 815-236-0550 (c) • rnaponel@nd.edu
Patrick Brennan • 574-850-6972 (c) • pbrenna3@nd.edu
Chris DeTrempe • 574-387-0308 (c) • cdetremp@nd.edu
TJ Pillari • 574-210-1553 (c) • tpillari@nd.edu
Jessica Brice • 574-276-9154 (c) • jbrice@nd.edu
Jennifer Koebel • JenKoebel@nd.edu
Carolyn Lax • lax.3@nd.edu
Maureen Daday • mdaday3@nd.edu
Anne Wieber • awieber1@nd.edu
RaeLee Rea • rrea@nd.edu

Meetings

All team meetings may be conducted via Zoom or conference calls.

Letters and Other Mailings

Gift Planning tends to be more paper-intensive than other groups.  We are developing a process to allow us to continue to mail physical copies of certain materials.  Letters and other mailings that cannot be sent via email or otherwise postposed may be completed by the DC using the GPOs electronic signature.  We have developed a Word version of Gift Planning’s letterhead which we can utilize with e-signatures to produce letters without the need to physically sign.

Incoming mail poses a unique problem.  However, for any extended period in which Development is working remotely, but mail is still delivered, mail may be handled as we do calendar year-end, with a point person retrieving and opening the mail, assuming access to Eddy Street is granted.

Document Routing – Gift Planning Agreements

We will follow the standard procedure for the review and transmittal of Gift Planning agreements.  All routing forms may be prepared electronically.

Each GPO will continue to be required to prepare his/her own documents for signature and email Rich and/or RaeLee for the initial review.  Once approved, the GPO may arrange for signature by the donor.  Executed documents will be emailed to Carolyn to begin the DocuSign signature routing.  I recommend that during any extended period of remote work, we relax the requirements that CRT and CGA agreements require physical signatures and instead route for signature using DocuSign.

Donor Advised Fund Program

The entirety of the DAF program may be executed remotely.  Regional directors and GPOs should continue to reach out to RaeLee via phone, Google chat, or email.  Donors wishing to make contributions or recommendations may alert RaeLee via email as they do now.

DAF portal development is expected to continue on schedule as we have been conducting Zoom meetings since inception.

Securities/Wire Transfers

If a GPO is expecting a wire or securities transfer, he/she should email the name of the donor, Advance ID, name of security (if applicable), number of shares (if applicable) and expected amount to all of the following people:

• Stacy Koebel (skoebel@nd.edu)
• Lisa Kresnak (Elizabeth.T.Kresnak.1@nd.edu)

Gift receipts will be emailed to Gift Management and uploaded to the shared drive pursuant to our standard procedures.