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Update on SLD Team Arrangement

Dear SLD colleagues, members of Office Administrative Leadership Team, and OA Task Force Head,

More and more new forces will join SLD in these two weeks and I expect we will have 60-70% full team by Feb and 70-80% full team by this March. Right now, Three issues that require your attention and support are as follows:

  1. Minor Academic Matters:
    1. Change of Delegation:
      1. Effective from January 23, 2024, I will change my delegation of all endorsements for Minor Academic Matters to Annissa Chan, who will assist me in managing the work of Course Heads (as Acting Course Heads).
    2. Procedures:
      Overall: Students 🡪 Class Heads 🡪  SAA (Shirley) 🡪 Annissa’s endorsement 🡪 SAA 🡪 Class Heads
      1. Annissa will handle the endorsements initially, and I will provide my endorsement afterwards.
      2. Please note the followings:
        • Annissa should provide me and Prof. Wan with a monthly summary of all approved cases. The first summary should be submitted in the first week of February. Alison Gao should pass all previously approved cases to Annissa so that she can prepare for this monthly summary.
        • All applications from students should be submitted by Class Heads (currently Alison Gao) to SAA (Shirley) for Annissa’s endorsement (for some cases also needs my endorsements as judged by Annissa). Annissa should pass endorsed applications to Shirley (who updates student records) and SAA to Alison Gao (who informs students).
  2. Roles of Florence, May, Shirley:
    1. Florence and May:
      1. from now to mid/ end of this Feb:
        • Florence will serve as a part-time employee to assist with AAA’s work and provide support to Annissa for Course Heads.
        • Florence will also be taking care of TEAMUP Calendar.
      2. By the mid of Feb:
        • May will join us as a new PCII* (see diagram at the email appendix) to support Acting Course Heads (Annissa) and Class Heads (Alison Gao). At that time, Florence will then focus all her works to support AAA (playing part of the role of PCII** (see diagram of the appendix)).
    2. Shirley:
      • The role of Shirley (as a temp for the role of PCII for SAA) is still supporting SAA and reporting to me (as acting EOI for Student Affairs).
      • When the new EOI reports duty, the PCII for SAA will report to her. Please note that this new PCII will also support new EOII at SDE. We expect a significant increase in student engagement and development when the new EOI will report on duty. 
  3. A temporary staff member, Elizabeth, will assume her duties starting tomorrow. Her key roles will be as follows:
    1. Role of Elizabeth (a temp for 2 months):
      1. 30% – 40%: Supporting Alison Gao in checking classroom facilities for both full-time and part-time classes.
      2. 60% -70%: Reporting to Annissa (at this aspect, Annissa is playing the role as Assistant to SLD – AD) and providing support for team office administration, as well as performing secretarial tasks assigned by Annissa. Annissa should assign her some office administration works (including her all SLD staff for finance reimbursement matters; and office filling relocation issues).
    2. Others:
      1. Thus, Elizabeth is mainly reporting to Annissa. But, Annissa as to assure her to provide supports for Classroom Facilities Checking to Alison Gao.
      2. Please note that Elizabeth will report duty on every Sunday (mainly for helping Alison Gao).
      3. The future arrangement will be designed by new EOI.

Appendix for reminding – Structure of SLD:

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Procedures of General Administrative Affairs – Duty Trip

Purpose

This procedure is to establish a clear and efficient process for MBA staff as well as teaching staff to deal with matters in relation to duty trips, in compliance with the policies and regulations of the Faculty of Business Administration and The Chinese University of Hong Kong. This procedure aims to ensure that all duty trips are recorded accurately, air tickets as well as hotel accommodation are confirmed in a timely manner, and relevant expenses are paid/reimbursed according to the appropriate procedures.

Practice

The following practice is adoptable to duty trip application for MBA staff as well as teaching staff with effect from 14 July 2023 onward until further notice.

Procedures

1. Preparing the form “Record of Duty Trip” by applicant (MBA staff/teaching staff)

1.1. Read Chapter B16 “Duty Trips and Per Diem Allowance” of the Staff Handbook and complete the form “Record of Duty Trip”.

1.2. Submit the completed form together with the appropriate supporting documents (i.e. invitation email, programme and itinerary of the trip, course outline, etc.) to the respective team’s Office Administration Team Coordinator (“OA Coordinator”) at least 4 weeks prior to the start day of duty trip.

1.3. The OA Coordinator checks and passes the completed form and supporting documents to Central Administration (CA) team for seeking endorsement of budget holders/their delegates and approval of Dean.
NOTE: For teaching staff, the OA Coordinator needs to send the completed form and supporting documents to the Department Chair/School Director for endorsement before forwarding to the CA team.

1.4. After the endorsement of budget holders/their delegates and approval of Dean, CA team scans and emails the whole set of documents to the respective OA Coordinator for follow up.
NOTE: For teaching staff, the OA Coordinator needs to email the approved form and supporting documents to the teaching staff for record.

1.5. CA team inputs the record of approved duty trip and uploads the scanned file into CUPIS for the MBA staff concerned and keeps the original record form and supporting documents in the respective employee folder.

2. Confirming the purchase of air ticket via Corporate Travel Management Limited (CTM) by the OA Coordinator after the Record of Duty Trip has been approved.

2.1. From 1 June 2023 to 31 May 2024, for the price of air ticket from HK$15,000 to HK$30,000:
A Direct Purchase Order (“DPO”) is required by the CTM. A DPO can be issued immediately in CUSAP for seeking the endorsement of budget holders/their delegates. Then the OA Coordinator sends the endorsed DPO to CTM for issuance of air ticket.

2.2. From 1 June 2023 to 31 May 2024, for the price of air ticket exceeding HKD30,000:
The OA Coordinator is required to prepare an Expenditure Application (“EA”) in CUSAP for seeking the endorsement of budget holders/their delegates. The OA Coordinator sends the endorsed EA to Ms. Kaisiu Leung (Business Unit) for Business Unit’s approval. An approval email will be sent to the OA Coordinator after the EA has been approved. Then, the OA Coordinator can download the DPO endorsed by Business Unit via the EA application and send to CTM for issuance of air ticket.

3. Purchasing of hotel accommodation after the Record of Duty Trip has been approved

3.1. If hotel accommodation is covered by sponsorship or separately paid for, the per diem allowance payable will be reduced to 40% of the full per diem rate.

3.2. If the MBA staff/teaching staff, instead of staying in a hotel, is provided with free accommodation by a friend, relative, lives in his/her own hours, etc., the allowance payable will be reduced to 60% of the full per diem rate.

3.3. For the purchase cost up to HK$15,000, no quotation is required. Direct purchase order or direct invoice is applicable.

3.4. For the purchase cost over HK$15,000, the university ordering and tender procedures published at the website of Finance Office should be followed.

3.5. A quick reference guide is shown below:

Quick Reference Guide
Purchase Cost (HKD) Procedures/ Approval Authorities
Up to $15,000 1. Quotation comparison not mandatory
2. Direct Purchase Order
AA: D/U Head or BH
$15,001 – $30,000 1. Minimum 2 competitive verbal quotations + Quotation Sheet + E.A. e-form
2. Refer to Procedure (A) for details
AA: D/U Head or BH + BU
$30,001 – $150,000 1. Minimum 3 competitive verbal quotations + Quotation Sheet + E.A. e-form
2. Refer to Procedure (A) for details
AA: D/U Head or BH + BU
$150,001 – $500,000 1. Minimum 3 competitive written quotations through Request for Quotations (“RFQ”) dispatched by BU through email
2. D/U to submit Forms for RFQ to BU
3. RFQ email box opens at 10:00 a.m. on working days
4. BU to forward opened quotations to D/U for recommendation
5. D/U to assess quotations and raise E.A. e-form
6. Refer to Procedure (B) for details
AA: D/U Head or BH + BU
Above $500,000
but under Open Tender Thresholds		 1. Tender exercise to invite a minimum of 4 suppliers unless impracticable
2. D/U to submit Forms for Tender Invitation to BU
3. Tender box opens on Tuesday and Thursday at 2:30 p.m. on working days
4. BU to forward opened tender submissions to D/U for recommendation
5. D/U to assess tender submissions and return recommendation to TB Secretary via BU for follow up
6. For purchases of goods, BU to post the invitation to CUHK Procurement System (“CUPro”) for open tendering
7. Refer to Procedure (C) for details
AA: D/U Head + TB
Open Tender Thresholds:

General services: Over $1.4M
Consultancy services: Over $3M
Services for construction and engineering works: Over $5M		 1. D/U to submit Forms for Tender Invitation
2. After BU confirms posting of open tender invitation (via CUHK Procurement System (“CUPro”)), D/U can separately notify suppliers whom they know about the open tender posting
3-7. Same as above
AA: D/U Head + TB

Supplementary Notes to the Procedures

1. User Guides and Video Demonstrations for preparation of DPO and EA via CUSAP can be found in CUSAP.

2. All oversea trips (including trips to Mainland China) as well as overseas travelling expenses must be approved by Dean.

3. All the overseas travelling expenses should be reimbursed on an actual expense basis and capped at the full per diem entitlement.

3.1. The daily subsistence allowance can be referred to the “Rates of subsistence allowance outside Hong Kong”

3.2. Supportable items for air ticket and transportation: direct flight economy return airfare, airport tax, inter-city public transportation and transportation from/to Hong Kong airport.

3.3. Accommodation and out of pocket expenses should be incurred from the night before the commencement of official duty to the night immediately after the end of official activities, excluding those days for excursions or sightseeing.

4. The approved form “Record of Duty Trip” should be one of the supporting documents for purchase of air ticket and hotel accommodation; and the reimbursement of overseas travelling expenses.

5. Appropriate supporting documents are required for reimbursement of overseas travelling expenses:

5.1. Proof of goods/services purchased: original supplier invoice, etc.

5.2. Proof of Payment: original boarding pass, flight itinerary, original hotel accommodation invoice and official receipt, original official receipts of out of pocket expenses, copies of credit card slip/bank statement (only for the particular transaction shown), invitation email, programme and itinerary of the trip, participant list, etc.

6. For travelling from/to Hong Kong airport by private vehicle, the travelling expenses should be claimed by completing the form “Reimbursement of Local Travelling Expenses Claim”.

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Establishment of “Office Centralization Task Force”

  In accordance with “The Policy of Office Administration Centralization on General Administrative Affairs (Policy Ref: CA_OAPolicy001-Administration/2023JUL-07)” dated 7 July 2023, the Office Centralization Task Force (the “OC Task Force”) was established on 7 July 2023 at the Office of MBA Programmes of the Faculty of Business Administration of The Chinese University of Hong Kong (the “Office”).

  The role of the “OC Task Force” is to develop and frame the efficient and effective GAF-related (General Administrative Affairs) procedural workflows, requirements, and practices (the “Procedures”) common for all colleagues to adopt without violating any policies and regulations of the Faculty of Business Administration and The Chinese University of Hong Kong. The Membership Composition and Terms of Reference of the “OC Task Force” are given in Annex 1.

Central Administration, the Office of MBA Programmes

13 July 2023

Annex 1

THE CHINESE UNIVERSITY OF HONG KONG

The Office of MBA Programmes

Office Centralization Task Force

Terms of Reference

1. To meet periodically to develop, review and improve the GAF-related (General Administrative Affairs) procedural workflows, requirements, and practices (the “Procedures”) for day-to-day general office administration logistics of the Office of MBA Programmes of the Faculty of Business Administration of The Chinese University of Hong Kong (the “Office”), covering areas such as Finance, Personnel, Office Supplies, and other general administrative affairs. The meetings will take place every two weeks on Monday for the first six months from July to December of 2023, or alternatively as scheduled by the OC Task Force.

2. To ensure that all colleagues of the Office adopt a common set of Procedures for their daily operations, in order for the Office to function efficiently and effectively.

3. To monitor the compliance of the Procedures with the requirements, policies, and regulations of the Faculty of Business Administration and The Chinese University of Hong Kong.

4. To produce and submit, in December of each year, an “Office Administration Handbook” to the Director and Administrative Director of the Office, covering all the Procedures developed by the Task Force.

5. To disseminate any responsibilities related to the Office’s general administrative affairs that the Director and/or Administrative Director may assign from time to time.

Composition

Membership Composition 2023/2024 Membership List
Project Head Central Administration Karen CHUNG E0 I
Project Head and Secretary Communication and Stakeholder Engagement (To be established) Yan LOUIE PC II
Members Communication and Stakeholder Engagement (To be established) Angie SO EO II
Central Administration Rachelle CHENG PC II
Marketing and Admissions Annisa CHEUNG PC II
Student Learning and Development Fion LEE PC II
Student Learning and Development Regina TSUI PC I

Meeting Schedules and Discussion Items for the first Four Meeting

Meeting Schedules
  • Meeting 1: 10 July 2023, 15:00 – 16:00
  • Meeting 2: 24 July 2023, 15:00 – 16:00
  • Meeting 3: 7 August 2023, 15:00 – 16:00
  • Meeting 4: 21 August 2023, 15:00 – 16:00
Discussion Items
  • Meeting 1: Duty trip (air ticketing and travel expenses reimbursement)
  • Meeting 2: Reimbursement to external parties / staff / students
  • Meeting 3: Souvenir sourcing and procurement
  • Meeting 4: Personnel matters for student helper / part-time staff

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