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Entering Your PlumX ID into your eDirectory Profile

The Levy Library has arranged for all Mount Sinai faculty to get PlumX accounts (with individual PlumX IDs), which enables PlumX to collect and aggregate a researcher’s publications, citations, news clips, etc.

In order to take advantage of this system you need to know your PlumX ID. PlumX IDs are usually comprised of your first and middle initials and your last name. For example: dscharney.

Some faculty will already have a PlumX ID generated by the Levy Library’s Plum team and entered into their eDirectory profiles. Those faculty won’t have to do anything further. But everyone can determine if they already have a PlumX ID by looking themselves up on Mount Sinai’s PlumX webpage.

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Preferred Vendors

MSSM’s approved vendor list

Lab supplies: VWR, Fisher
Computers: Apple, Dell, CDW

Dell Representative: Andrew Allen (Andrew.Allen1@dell.com)

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Quick list of important phone numbers

Department Chairman:
Paul Kenny – Ext. 58970

Director, The Friedman Brain Institute:
Eric Nestler – Ext. 85656

Administrative Office:
Ext. 85993

Jaime Rodriguez:
Ext. 85982

Digital Media Center:
Veronica Szarejko – Ext. 85962

Digital Media Center

Important Phone Numbers

Academic Computing: (212) 241-7091

Sinai 1

Research Roadmap: http://researchroadmap.mssm.edu/
Central Hub for Navigation of the Mount Sinai Health System Research Enterprise

Digital Commons: http://digitalcommons.us/index Searchable index of all human subject research data sets at ISMSMS

Digital Concierge: http://researchroadmap.mssm.edu/reference/systems/

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Request for Leave of Absence (LOA) (Watch video)

• Log in to Sinai Cloud: https://login.mountsinai.org/adfs/ls/IdpInitiatedSignOn.aspx
• Click on Guided Learning widget (pink below) > Intranet > Training > Time of Request ESS > Submit request for a leave of absence (LOA)

We encourage you to visit regularly and bookmark the Sinai Cloud intranet site. Please be sure to check for information and updates as well as quick reference guides (QRGs) that will be available soon along with links to training and other resources before and after the March 26 go-live date.

The Academic IT Support Center distributes discounted site-licensed software for use on Icahn School of Medicine at Mount Sinai (ISMMS) workstations and laptop computers for teaching and academic research purposes.

Graphpad (Neuroscience Department only): Contact Veronica Szarejko at veronica.szarejko@mssm.edu
Biorender (Neuroscience Department only): Contact Veronica Szarejko at veronica.szarejko@mssm.edu

Personal Software Purchases:
ISMMS faculty, staff, and students can purchase selected Microsoft and Adobe products at a discounted price through Journeyed. Contact Marcy Rodriguez <mrodriguez@journeyed.com> and Jill Hart <jhart@journeyed.com> for a price quote. Once you receive the price quote, process a PO and send the PO number and PDF of the PO to Marcy and Jill.

Link

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It is the policy of the Mount Sinai Health System that all employees terminating employment
complete the sign out process on the last day of their employment with their manager, supervisor
or department head (the “manager”). This process ensures that: Health System property is returned;
the employee receives information pertaining to benefits in a timely manner; the employee
provides contact information; the employee is provided an opportunity for an exit interview; and
the release of terminal pay is authorized.

For information, please click on the link.

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Telecommunications provides phone, cellular, conference calling and pager services to the MSHS community.

http://mshsintranet.mountsinai.org/IT/Telecommunications/

Please click on the link below.

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Please remember to submit a travel request before traveling.

Please read Travel and Meals Expense Policy and information below.  This applies to all traveling on official business (non-local travel only).

The current Mount Sinai Travel and Meal Policy can be found attached/here: travelpolicy.pdf (mssm.edu)

BEFORE THE TRAVELER GOES ON THE TRIP….

Traveler (or a Requester on behalf of the Traveler) submits a TRAVEL REQUEST:

Sinai Central: Finance > Transactions > New > Travel Request –or-

Sinai Cloud: Finance Transaction > Travel > Sinai Central > Finance > Transactions > New > Travel Request

Travel requests must be submitted before travel takes place if it is 75 miles away from the campus.

Prepayments and advances – students and postdoctoral fellows are allowed an advance while processing a travel request. 

Request is approved by any or all of the following: · Fund Owner (depending upon fund policies) · Department (depending upon departmental policies) · Dean’s Office (for foreign travel) · Finance (depending upon policies)

Once the Travel Request is approved, Finance Department issues checks for any prepayments and advances.

If the Traveler is submitting the Travel Request only to be covered by Mount Sinai’s travel insurance, the request goes through the approvals and no subsequent voucher is necessary.

AFTER THE TRAVEL IS COMPLETED…..

1. The Requester submits a TRAVEL VOUCHER to Finance. Please note there is a 60 days policy for submitting their expenses through TV.  

Sinai Central: Finance > Transactions > Search (travel request #) > Voucher –or-

Sinai Cloud: Finance Transaction > Travel > Sinai Central > Finance > Transactions > Search (travel request #) > Voucher

1. RECEIPTS: All receipts should be saved in a single pdf file and attached to the voucher for reimbursement, not travel request. Meal receipts up to the listed per diem below, do not require a receipt:

Neuroscience Department Policy Per Diem: Faculty – $70

Research Faculty and Instructors – $60

Trainees/non-faculty – $60

Once travel voucher is approved, an Employee Reimbursement will be generated instead of a check request. 

ADDITIONAL FAQS:

All Travelers:

Travel Requests:

• Instructions on how to submit in Sinai Central: Transaction: Travel Requests (TR/HT/QT) | Sinai Knowledge (mssm.edu)
• Travel requests must be submitted before travel takes place if it is 75 miles away from the campus.
• Intercity travel must be approved in advance (travel request).
• Travel insurance is automatically provided when TR is created. All  travelers are required to submit a TR even if they do not intend to claim expenses, for insurance purposes. Please note that additional travel insurance cannot be reimbursed.
• Grant Allocation: The grant indicated on the travel request must be the same one to which your salary is charged. If you currently hold a T, F, or K award, your travel expenses must either come from your award or

be charged to your PI’s seed account.

• Advance payments and checks

Option to request advance payment to use for the travel.

Can only be claimed by students and postdocs, please avoid over-estimating expenses to avoid paying back to finance after the trip.

Justification on Travel Request form:

A robust Mount Sinai business justification must be detailed on the travel request/travel voucher form.  If traveling for a seminar or conference, you must attach the conference brochure/agenda to the supporting documentation in the Travel Request AND Travel Voucher.

AXIOM

Axiom can be used to purchase airfare (directly to a fund #), hotel (expensed on personal CC) and car rental (expensed on personal CC)

Amtrak tickets will need to be purchased directly through Amtrak.

Travel arrangements prior to travel, please visit the Mount Sinai Business Travel website, Axiom: https://mountsinaitravel.axo20.com

For help booking online and/or questions please contact: Glenda Sandoval

Axiom Program Administrator

Tel: 646-605-4066

glenda.sandoval@mountsinai.org

Please attach Axiom generated itinerary / purchases to Travel Voucher.

Travel Voucher (TV) for reimbursement:

• A Travel Voucher and Itemization of Travel Expenses should be completed soon after travel and no more than 60 days after travel is completed.
• Instructions on how to submit in Sinai Central: Transaction: Travel Vouchers (TV/HV/QV) | Sinai Knowledge (mssm.edu)
• Travel reimbursement cannot be put in using employee reimbursement, it must be using a travel voucher with an exception for registration fees.

Documents must be merged into one single PDF file, finance will not review if its multiple documents.

All invoices and bank statements need to be cross-checked.

• Travelers should list expenses on the actual date used – not bunched together. For example, taxis on 10/11/22 should be on 10/11/22; not all added up together.
• Flight / Train

Finance can only reimburse economy class if the medically upgraded seat is needed, a doctor’s note is required.

First Class, Business Class travel not reimbursed (includes “premium coach upgrades, etc.)

Airfare should be to and from the conference/event and NY. If travelers plan to make other stops or travel from another location other than NY/NJ, travelers should prepare a quote in advance to compare the actual cost paid and the cost it would have been from NY todestination.

Please include confirmation email of purchase of ticket and e-ticket / boarding passes for reimbursement.

Confirmation and boarding passes should show passenger information.

Important: Make sure to enter any associated payments via Axiom or Vendor pre-payments expenses on the voucher.

For example, if the airplane ticket was booked through Axiom (so there was no out-of-pocket expense to the traveler), the airplane ticket still needs to be entered and the correct expense type  (“Airplane ticket – Axiom charged to fund”) selected. Similarly, if a check was generated as pre-payment for registration fees, enter the amount and select “Registration Charged to Fund in Advance.”

• Taxi / Uber:

Please provide complete uber receipt showing pickup/dropoff points.

• Cars / Rental Cars

When using personal cars, travelers should claim mileage. As of 7/1/23, the mileage rate is 0.655/mile. Mileage includes gas – gas should not be claimed. Mileage rate can be checked here https://www.irs.gov/tax-professionals/standard-mileage-rates

For rental cars, travelers may claim gas + rental car amount. For both methods, travelers can claim tolls and parking.

• Meals while traveling / Per diem

$60 for everyone, and $70 for PI. Room service, taxi to dinner during travel, and tips for hotel bellman are all included in the per diem charge. Alcohol not reimbursed. If per diem is already provided, travelers should not claim the full per diem. Hotels sometimes provide breakfast or conferences provide meals, these meal items should be excluded when claiming per diem.

60. If the per diem is $60.00, the deductions are: Breakfast $13.00, Lunch $15.00, Dinner $32.00.
61. If the per diem is $70.00, the deductions are: Breakfast $16.00, Lunch $17.00, Dinner $37.00.

• Hotel / Overnight Accommodations

Hotel receipt showing guest’s name, check in/out dates, breakdown of costs (room rate, taxes..)

Costs must be reasonable, luxury hotel accommodations not reimbursable.

Hotel charge is only room charge, fees and tax. Everything else from hotel bill need to be listed separately.

Hotel expense can be claimed as one lump sum. No need to separate by day.

Sharing hotel rooms, Airbnb, and rental houses is encouraged. There are two ways to claim shared expenses:

One person who paid for the expenses can claim the full amount, make sure to list the person you are sharing with.

One person pays for the expenses and the other travelers will reimburse the payee back. If the other travelers reimburse thepayee before submitting the TV, then please make sure that they submit proof of payment to the payee on the TV. (c/c screenshot/venmo screenshot). The person you are sharing with also needs to be listed.

• Justification on Travel Voucher:

A robust Mount Sinai business justification must be detailed on the travel request/travel voucher form.  If traveling for a seminar or conference, you must attach the conference brochure/agenda to the supporting documentation in the Travel Request AND Travel Voucher.

Employee Reimbursement:

• Registration Fee

Can be submitted as an employee reimbursement at the time of purchase or submitted as part of the travel request later on. If submitting as an employee reimbursement, you can charge this to the grant once you initiate the travel request and reference it on the employee reimbursement transaction. If it’s for registration fee, you can charge this to the grant instead of seed account as long as you initiate a travel request in the system first using the same grant number.

Registration – need the complete confirmation page showing organizer information as well.

• Membership Dues: Membership dues can only be reimbursed via expense report in Sinai Cloud, and

should be charged to the Principal Investigator’s (PI) seed account. *Students must submit a payment

request by emailing the administrators.

If the membership is required for the meeting, it can be included in the TV and charging on the grants. The traveler needs to add a comment on the TV confirming membership dues are required.

Combine in a single PDF the purchase confirmation/invoice showing name and payment identification along with a copy of credit card redacted showing last 4 digits of CC# and name or credit card statement highlighting purchase.

• Abstract and Poster Fees

Can only be submitted as employee reimbursement through the expense report in Sinai Cloud, not travel requests, and should be charged to the grant where the travel is requested. Travel Request will need to be initiated first using the same grant #.

In memo/comment line, reference the Travel Request # so that this can be cross referenced.

Combine in a single PDF the purchase confirmation/invoice showing name and payment identification along with a copy of credit card redacted showing last 4 digits of CC# and name or credit card statement highlighting purchase.

Documents must be merged into one single PDF file, finance will not review if its multiple documents.

All invoices and bank statements need to be cross-checked.

Foreign Travel:

When traveling internationally you must use fly American act airline if charged on federal grant. a list of companies can be searched here.transportation.gov

If foreign travel, a detailed justification of how it’s related to the project is needed if it’s charged on the grant.

For foreign exchange rates, please use the rate on the date of your travel, and the dollar amount must be indicated on the invoice. Travelers can use oanda.com by the actual date of receipt.

The foreign transaction fee is allowed on TV.

Canada is considered as Domestic travel.

FOREIGN TRAVEL REQUESTS ON FEDERAL AWARDS

Key issues/Preparing Travel Requests:
1. Include a GCO Number in the Notes Section.

2. Travel Justification – Should be related to Advancing Project’s SOW/ Not
Professional advancement of the traveler / unless F/T/K awards.

3. If Award has no Foreign Component, don’t mention Foreign Collaborators in the justification or seek addition of a foreign component first.

4. Book Airlines that are compliant with Fly America Act (U.S. flag air
carriers/Foreign Air Carriers with select (not all) Open skies agreements).

5. Select Open skies agreements: EU (28 countries), Australia, Switzerland & Japan.
NOTE 1 – UK no longer part of the EU.
NOTE 2 – Australia, Switzerland include significant restrictions.

6. Signed / Compliant Fly America Act Waiver Checklist must be provided if Airline is not compliant with Fly America Act.

7. Business Class not allowed unless a Dr’s note is included for Medical reasons. Do not include PHI. It is also possible to fly business class and charge coach, but include supporting documentation of coach class cost.

Faculty, Research Faculty and Instructors:

Time-away forms for instructors and PIs must be submitted with the travel request to your fund admin and copy Nora.

Advance check is not allowed for Instructor titles (faculty), but you can reimburse registration fees and request a flight ticket with Axion to help minimize the out-of-pocket cost.

Additional questions can be directed to your Fund Admin.

The Friedman Brain Institute’s Commitment to a Safe Work Environment

The Friedman Brain Institute has instituted a zero-tolerance policy for harassment of any sort. We encourage people of all genders and ranks to notify the leadership of any misconduct. Knowing that this may be difficult for some, this form is anonymous. If you wish to receive a response to any of your comments, please send us your name and email address.

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