MPPMIDP Internship Documentation and Funding StepbyStep Instructions Summer

MPP/MIDP Internship Documentation and Funding Step-by-Step Instructions Summer 2021

Index of Slides 1. 2. 3. 4. 5. 6. 7. I have an internship, what next? I need funding, what do I do? I need to travel to my internship site; how do I get approval? What do I do to receive my stipend payment? Special Instructions for International Students Recap of Steps Important Deadlines

I have an internship, what next? • ALL MPP/MIDP STUDENTS MUST COMPLETE STEP 1: INTERNSHIP RECORD 1. If you have accepted an internship, complete and submit an Internship Record on Sanford Careerlink. Do this ASAP. Log in and click on Experiential Learning on the lefthand menu, then click on Add New Experience. The completed Internship Record will be sent to your supervisor for approval. Completing this process is necessary for you to receive graduation credit for your internship (and is required for funding). If you have accepted a paid internship, once you submit your Internship Record and your supervisor approves it, your approval process is complete! We will ask you and your supervisor to provide short evaluations at the end of the summer. If you have not finalized an internship, please contact Marion or Donna immediately with an update of your situation. IMPORTANT: Your funding request and payment will not be processed until your supervisor approves your Internship Record and you submit your Liability Waiver. Let your supervisor know that the approval will be sent to them via email from Sanford Careerlink.

I need funding, what do I do? 1. Complete the 2021 MPP/MIDP Application for Internship Funding on Sanford Careerlink. Log in and click on Surveys on the left-hand menu and you’ll see 2021 MPP/MIDP Application for Internship Funding. DEADLINE APRIL 7. If you apply by April 7 and your internship is unpaid or pays less than $3000, you will receive some funding from Sanford. If your internship is not finalized by April 7, be sure to complete the application anyway so we know you may need funding. If you do not complete an application by April 7, we do not guarantee that you will receive funding. 2. Sign and return the Agreement and Liability Waiver (emailed separately). Print it out, sign it, and either scan or take a picture of it and return to Heather. Griswold@duke. edu. 3. Register on Duke. Hub for Pub. Pol 802. 01, Summer Session I. There is no tuition for this course. We require this course to make sure your stipend is not subject to income tax. (International students may still be subject to income tax. ) This course requires a permission number to register. Email Heather. Griswold@duke. edu and she will send you a permission number.

I need to travel to my internship site, how do I get approval? IF YOUR INTERNSHIP IS REMOTE, SKIP THIS STEP. IF YOUR INTERNSHIP IS PAID, SKIP THIS STEP. IF YOU ARE RECEIVING FUNDING FROM SANFORD AND WISH TO TRAVEL TO YOUR INTERNSHIP SITE (U. S. or Abroad), COMPLETE THESE STEPS FOR BOTH SANFORD ANY OTHER DUKE FUNDING DEPARTMENT (for example Stanback at NSOE). 1. Complete the attached Sanford School Request for Approval of Travel form (it’s a fillable Word document emailed separately) and email it to Donna. Dyer@duke. edu for review consideration. 2. We will forward the form to the Dean’s office. Associate Dean David Arrington will review and return the form to you. Here are the criteria for approval, so be prepared to address them. ESSENTIAL TRAVEL CRITERIA Program Factors • The degree to which, absent the travel, an individual will be permanently unable to proceed with, or will be significantly impeded in proceeding on a timely basis with, important research, a career trajectory or a degree program. • The travel is related to vital COVID-19 relief efforts. • Whether remote activity is realistic or a viable option. • Whether the travel can be delayed or revised without significant financial cost. Health Factors • The length of the travel and number of locations. • The prevalence and trends of COVID 19 in the areas of travel using the Johns Hopkins dashboard or other sources. • The options that can be deployed to mitigate risks of contagion to the traveler and others, including without limit, pre-travel preparation, restrictions on modes of travel, use of recommended safety procedures such as use of masks, hand-washing and physical distancing. 3. IF APPLICABLE, complete the separate departmental travel approval process specified by your additional Duke-based funder (Nicholas School or other) 4. Once you get approval document(s) back (from either Sanford or both Sanford and your other funder), complete the form at this link: GTAC Approval of Travel Form and attach approval documentation. You will list David Arrington as the approver. DO THIS AS SOON AS YOU RECEIVE THE DEPARTMENTAL APPROVAL(S)— 5 -day turnaround expected from GTAC. Here’s the GTAC form link again: https: //duke. qualtrics. com/jfe/form/SV_abg. F 5 y 5 TVcy. Tr. Nk 5. GTAC will review and respond to you directly, and if approved will follow up with a COVID waiver form and additional information (which is separate from the Sanford Program Agreement and Waiver).

What do I do to get my stipend payment? FIRST, WAIT UNTIL YOU RECEIVE AN EMAIL FROM US WITH THE AMOUNT OF YOUR STIPEND! THEN, COMPLETE THESE STEPS USING CRITICAL DETAILED INSTRUCTIONS FROM OUR HR STAFF! If you are already on Sanford’s bi-weekly or monthly payroll: IF YOU WANT TO GET THE FUNDS VIA DIRECT DEPOSIT (even if you already have Direct Deposit on another Duke payroll, the noncompensatory payroll is totally different), you must print, complete, and sign the direct deposit form (attached), including a personalized blank check, and send via postal mail (cannot be faxed or emailed) to: Corporate Payroll Services 705 Broad Street, Box Number 90484 Durham, NC 27708 NOTE FROM HR: The form has to be filled out completely and signed. A voided blank check with the student’s name on it can be attached to the middle part of the form. Payroll will not accept a blank or starter check. If the student doesn't have a check, they have to take the form to the bank to fill this portion out. It is important that this form is signed, otherwise, payroll will not accept it. OTHERWISE, YOU WILL RECEIVE A PAPER CHECK, and if that’s suitable for you, nothing additional needs to be done. Your check will be mailed to your address on file in the payroll office, make sure it’s accurate. If you are not on Sanford payroll: Email the following information to Nancy Shaw (nancy. shaw@duke. edu) and copy Sumetrice Porter (sumetrice. porter@duke. edu). Include in subject line: Your Name: MPP Internship Funding. Full name (last, first and middle) Duke Unique ID Birth date Gender US home address Telephone number Country of Citizenship AND: Social Security Number. For security reasons, you CANNOT email your SSN. Please call Nancy Shaw at 919 -613 -7316 to give her your SSN. INTERNATIONAL STUDENTS see special instructions on next slide.

Special Instructions for International Students Foreign national students need to complete the foreign national form and a payroll certification will be done by Visa Services. Payroll Certification Required: Continuing Students must upload information into the Non-Compensatory Iform (link will be sent to each student) There is a section on the second screen which requires that the student upload a copy of his/her I-94, I-20/DS/2019, EAD, passport identity page and funding letter. Contact Nancy Shaw (nancy. shaw@duke. edu) to get the funding approval letter that you will submit to Duke Visa Services. If you have any questions, contact Nancy Shaw at 919 -613 -7316. IMPORTANT: If you live abroad and have not entered the US this school year, you may not be able to receive stipend funds. We are continuing to seek a way to pay you, and further information will be forthcoming. Please contact Marion. Pratt@duke. edu if you have questions about this information.

RECAP OF STEPS ALL MPP/MIDP STUDENTS • Complete Internship Record on Sanford Careerlink. NEED FUNDING FROM SANFORD • Complete the 2021 MPP/MIDP Application for Internship Funding on Sanford Careerlink • Complete the Agreement and Liability Waiver and return to Heather. Griswold@duke. edu* • Register for Pub. Pol 802. 01 on Duke. Hub with a permission number from Heather. Griswold@duke. edu NEED TO TRAVEL TO INTERNSHIP SITE • Complete Sanford School Request for Approval of Travel Form* • Complete Global Travel Advisory Committee Approval Form ASSURE TIMELY PAYMENTS • Make sure your payroll information is complete in order to receive funds • Special instructions for International Students *Sent via email and found here for MPP students: https: //sites. sanford. duke. edu/mppstudents/

DEADLINES FUNDING APPLICATION DEADLINE: April 7, 2021 Payroll Deadlines for Stipend Payments To receive payment, the following must be submitted by the deadlines below: • Internship Record submitted and approved by supervisor • Waiver signed and submitted • Travel Approval received • Registered for Pub. Pol 802 • Direct deposit and tax forms should be sent directly to Duke payroll office To be paid in April, deadline is April 12 (probably not feasible, but possible) Payday: April 30 To be paid in May, deadline is May 10 Payday: May 28 To be paid in June, deadline is June 4 Payday: June 30

MORE INFO FOR MPP STUDENTS • MPP Student Website: https: //sites. sanford. duke. edu/mppstudents/ • Scroll down to Career Services section • In the Career Services section, you’ll find these slides (under “Internship and Travel Funding” and a video from the Town Hall (under “Important Links”)