Office of General Affairs, NTUB
About Us
Office of General Affairs is composed of the documentation division, the general service division, the property management division, the cashier division, the construction and maintenance division, the taoyuan campus general affairs division and the environmental protection and occupational safety and health center. The Office of General Affairs is establish not only to enhance the quality of teaching, to improve guidance methods, to pursue outstanding academic researches, but also to support administrative businesses, all of which are essential and indispensable to the university. Based on the responsibility to innovate administrative skills, enhance staff efficiency, improve the teaching and researching environments, and offer better services to the staff and students at NTUB, the Office of General Affairs is trying its best to simplify the administrational procedures, to streamline the administration of the manpower, to computerize the administration task, to economize the cost, and to offer a complete and integrated support and service.
Division of Procument (事務組)
Introduction
The duties of the General Affairs Division include the management of technical or non-technical workers, health and labor insurance, campus management, duty support, University vehicle management, site management, campus traffic management, travelling subsidy processing, environmental safety, fire safety, and so on.
Service
1. Campus Management: A. campus cleaning and maintenance; B. garbage processing and recycling; C. toilet cleaning and outsourcing cleaning work.
2. Duty Support: A. decorating venues for ceremonies; B. preparing venues for admission examinations; C. removing garbage; D. trimming and maintaining trees.
3. University Vehicle Management: A. servicing and maintaining university vehicles; B. scheduling and deploying vehicles; C. refueling vehicles.
4. Campus Traffic Management: A. issuing car passes; B. issuing motorcycle and scooter parking permits; C. management of chargeable car parks; D. management and maintenance of car park facilities.
5. Supervising campus technicians/janitors and managing their labor and health insurances.
6. The purchase or lease of property, the retention or employment of services, and the purchase for school.
7. Managing utilities and public facilities such as water fountains, intra-campus shuttle buses, and other transportations for official use.
8. Supervising the operations of cafeterias, dining halls.
Division of Documentation (文書組)
Introduction
The duties of this division are to receive, sort, dispatch, type and proofread official documents, to apply official seal, to send mails, to collect and manage documents, and to distribute incoming mails. In response to the regulation of Ministry of Education, in 2012, this division has provided a new service for on-line archieve of digital document system to improve document processing efficiency and provide better document related services.
Service
1. Receiving& Dispatching
The form of documents may classify into paper works or digital documents. After receiving and sorting, we'll dispatch or notify the offices concerned, besides list on document-query system as well.
2. Typing, Sealing& Issuing
The documents from principal office or other offices are given with code number and date first.
Through registering, typing, and proof reading, university official seal is set at last. These official documents are issued out via post office or digital exchange.
3. Tracking
All documents dispatched to offices or divisions are supposed to be processed in fixed days. When deadline is due, we begin the tracking process. At the end of month, the list of documents failed to close by rule shall be directly reported to principal or authorized office.
4. Filing
While cases closed, the relating documents are filed into cabinets with a given conservation period. Annually, we'll check whether some documents have expired. If so, those documents will be shredded after confirming.
5. Creating files by tracing back
For those older documents written manually from 1945 to 2012, we try to re-examine and keep into order from the beginning by digitalize and save it in the concurrent document management system.
6. Confidential documents management
The documents classified with confidence are dispatched by specific personnel, and only received by one in charge. While completed and filed, those are separately kept into specific cabinets, whose confidential level will be re-evaluated again in some period and may update.
Division of Facility Services (經營管理組)
Introduction
The duties of the property management division include property management, land acquisition and management, building management, consumable supply management, loans of academic garments, space management and housing loans. In other words, the division manages all the properties belonging to the University. These tasks are processed with a computer-based system.
Service
1. Management of all university properties: including university real estate, buildings, transportation, unspecified equipment, and nonexpendable items.
2. Management of property acceptance, data registration, sticker attachment and depreciation calculation.
3. Management of stationary and waste materials.
4. Management of academic gowns for the graduation ceremony: Borrowing, cleaning and custody.
5. Re-claiming of un-lawfully occupied campus land and obtaining new campus land.
6. Housing loans for government employees and teachers
7. Warehouse management purchase, claim and statistics for stationery and cleaners.
8. Property insurance, application for fire insurance and public accident liability insurance.
9. Campus space allocation and management.
University Cashier (出納組)
Introduction
The duties of the cashier division includese handling payroll and incidentals, without drawl of taxes/fees, safekeeping properties, offering receipt, fees collection, making payments, petty cash payment, management of salary, miscellaneous matters, dispatching regular salary and hourly payments, collect various fees (including tuition fees, and fees for cooperative education), handling cash and cheques, doing the bookkeeping, and other related activities.
Service
1. Issuing Invoices
For any income received by the University, by law, a uniform invoice needs to be issued. Receipts are printed by the Accounting Office and are collected by a designated person from the Cashier Division.
2. Fees Collection
When a fee (in cash, by cheque or from telegraphic transfer) is received, a uniform invoice is issued. The Accounting Office will be notified regarding the incoming payment to proceed with the related procedure. A voucher will then be issued. A daily report is prepared by the Cashier Division and delivered to the Accounting Office.
3. Making Payments
The division is responsible for making various payments for the University. For some expenses (e.g. travel expenses), the payments are made through the post office with a written or an email notice. In the case of payments being made to companies and others, cheques are issued.
4. Petty Cash Payment & Collecting Bid Bonds
The division will collect bid bonds from potential bidders before a bidding process starts, and will immediately return the bid bonds to the unsuccessful bidders after the bid is completed. The bidder who has won the bid will have to leave its bid bond with the division while the project requesting department will need to write up a deposit receiving notice.
5. Dispatching Salary
Salary related work includes paying out regular staff salaries, temporary workers’ wages, commissions, overtime payments, bonuses and so on. The division is also responsible for withholding income tax, mailing income tax withholding certificates, dispatching housing loans, and managing issues such as preferential savings, pensions, labor and health insurance, and other welfare related monthly deductions. It also helps print out details of staff salary for reference purposes.
6. Tuition Fee Collection
The division is also responsible for student registration and tuition fees collection. It helps compile and upload the data provided by Academic Affairs Office regarding students’ details, course registration, accommodation and deductable fees to the tuition fees portal of the Bank of Taiwan. The portal allows students to download and print out their payment details.
7. Fees can be paid:
a. At the counter of all the branches of the Bank of Taiwan.
b. Through an ATM machine or on-line.
c. At a convenience store (7-11, Family Mart, Hi-Life or OK) for the amount of not more than NT$ 40,000.
d. By using a credit card (on-line).
Division of Construction and Maintenance (營繕組)
Introduction
Dealing with the affairs of civil engineering, architecture, pump & electricity, air conditioners, elevators, the engineering graph of newly affiliated constructions, appraisal, bid, contract, supervision, acceptance.vice, repair and maintenance of water supply, electrical distribution, telephone connection and phone operating for the whole school, the maintenance of buildings and equipments.
Service
1. Setting up new-built constructions’ water, electricity and air conditioning systems.
2. Preparation and revision of invitation to tender of constructions.
3. Purchasing process of authorize technical service.
4. Management and supervision of constructions.
5. Maintenance of campus buildings and dormitories.
6. Application and registration of maintenance cases.
7. Maintenance, management and supervision of construction purchasing process.
8. Examination and maintenance of public security.
9. Maintenance budget development
10. Repair and maintenance of buildings, roads and sewers on campus.
Division of General Adminstrative Services, Taoyuan Campus (桃園校區綜合服務組)
Introduction
The duties of the Taoyuan Campus General Affairs Division include the business of documentation, general services, cashier, property management, construction, maintenance and security, purchasing and maintenance of classroom,etc.
Service
1. Setting up new-built constructions’ water, and electricity and air conditioning systems.
2. Preparation and revision of invitation to tender of constructions.
3. Purchasing process of authorize technical service.
4. Maintenance of campus buildings and dormitories.
5. Maintenance, management and supervision of construction purchasing process.
6. Examination and maintenance of public security.
7. Repair and maintenance of buildings, roads and sewers on campus.
8. Taoyuan Campus space allocation and management.
9. Vending Machine Management
10.Security management
11. Taoyuan Campus Management: A. campus cleaning and maintenance; B. garbage processing and recycling; C. toilet cleaning and outsourcing cleaning work.