An Introduction to

General Affair Division

 Agenda
• Vision-Mission
• Division & Unit Leaders
• Units & their Role
• Communication Session GA

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 Vision
Committed to protecting, promoting and
enhancing the appearance and condition of
BINUS campus and to improve the process by
which we deliver services in support our
customer objectives

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 Mision
1. To improve our internal operations so we can deliver our
products and services faster, better and cheaper

2. To ensure that our delivery of customer service is equal to or

better than the best in business
3. To manage resources / assets well – careful control and use
of resources / assets, human as well as financial, to
maximize their impact and effectiveness

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 General
Affair

Building Business General

GF Specialist ME Specialist
Management Center Services

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 COPYC CENTER
TRANSPORTATION

BM
General Square
Service BM
Foodstall
Mega Store
Anggrek
Lounge
Business
Center

BM
Kemanggisan
ME /GF
Specialist Jamin Djaja P.
GA Director BINUS Center

BM BM JWC
Alam
Sutera

BM BM
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 Location & phone ext. number
• General Affair Head Office
LOCATION:
Syahdan Campus
Jl. Syahdan No.09
Kemanggisan ,Palmerah
Jakarta Barat -11480

Telephone:
021-5345830
Ext.: 2132 / 2182

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 Units & their Role

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BUILDING MANAGEMENT
Policies and Procedures
 Building Management

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• BM (Building Management) Policy &
Procedure
– Venue Policy (room and facility reservation,
event preparation)
– Parking Policy (sticker request, parking policy)
– Document distribution and policy
– Building Facility maintenance request
– Lost & Found Policy
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BM DEPT. Operational Hours (BM room)
• Monday – Friday : 08.00 – 20.00
• Saturday : 09.00 – 15.00

ME Operational hours (Telepon ext. 1206, 2133, 6222, 3555)

• 24 hours , 7 days a week (24/7)

Clinic Operational hours (Clinic room)

• Monday- Friday : 09.00 – 17.00
• Saturday : 09.00 – 15.00
• Lunch break : 12.00 – 13.00
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BM DEPT. Operational hours (BM room)
• Monday-Friday : 07.15 – 17.00

ME Operational hours (By Phone ext. 4016, 5000)

• 24 hours , 7 days a week (24/7)

Clinic operational hours (Clinic room)

• Monday-Friday : 07.15 – 16.15
• Lunch break : 12.00 – 13.00
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 BM: Supporting Facility (AG)
• BINUSIAN Card-Flazz
• Classroom
• Auditorium
• BINUS Boarding House, BINUS SQUARE
– Halls of Residence (Binus-Square)
• Bookstore and Koperasi BINUSIAN Card-Flazz +
kelas yang dilengkapi dengan AC, LCD, OHP,
Merchant
• Musholla Komputer, dan sambungan internet

• Food Court and Minishop

• Clinic
• Parking service
• Security guard & CCTV
Kios Informasi
• Bank
Auditorium
• Escalator
• Elevator
• Information KIOSK
• TV Information Panel Boarding House
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 GENERAL SERVICES
Policies and Procedures
• GS (General Services)Policy & Procedure
– Photocopy Policy,
– Operational vehicles Policy
– Document Courier Policy

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 • DC9000 = 1 • DC9000= 1
• DC9000 = 2 unit • Outsourcing • DC9000 = 1 unit
unit • DC5500 = 1 unit • DC7000= 1
• AP-550 = 1 unit • Outsourcing unit
unit • Risograph RZ = • Bizhub504= 1
• DC1050 = 1 1 unit unit
unit • Outsourcing • Outsourcing

Syahdan Anggrek Kijang JWC Serpong

• DC7000= 1 • Outsourcing • Outsourcing • Outsourcing

unit
• Bizhub405= 1
• Outsourcing
Alam
Simprug BSQ FX Plaza
Sutera
 Photocopying (B/W)

Printing (B/W)

Scanning ( Color – B/W)

Binding

Laminating

Finishing (Stapling/Punching)
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 Policy & Procedur
Documents

> 10 sheets
Normally
Employee / Requester Employee

Fulfill the Approval

request Submit to
from Processing Taking
form Copycenter
Supervisor
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 Policy & Procedur

Urgent ??<interupt process is allowed>

Documents Employee / Requester

Employee

Copy amount Fulfill the Submit to

Processing Taking
< 10 ? Log book Copycenter

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 Photocopy the Photocopy for
whole textbook private purpose

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 Operational Cars : Corporate

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 Decree NO.:001/SK/BN/GAL/I/2008 regarding
to Pool Car for Operational Activities

Vehicle Facilities availabel:

I. Pool Car for Operational Activities

II. Taxi Voucher system

III. Reimbursement system (Gasoline, Toll & Parking)

for personal car.
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 Reservation Procedur
Manual Processing

Employee / Requester Vehicle Coordinator Employee

Fulfill the Approval

Approval Receive
request Submit to from
from
form BM/GS Vehicle Form
Supervisor
Coord.

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 Receive ORS Order
Traveler ORS Web Site
Car NO
Notify Traveler
Plan Trip Available
YES
Check Vehicles Reserve Car
Schedule (ORS)
Voucher
NO
Approved Taxi ?
NO Seats / NO
?
Vehicles
Available? YES
YES
YES
Established Car Prepared Taxi Voucher
Entry ORS Order

Submit Form Order Issue Job Letter

( for Driver)
Receive Taxi Voucher
Notify Traveler/Cancel
Receive & signed Job
Confirm Traveler CANCEL/Reimburse
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 Annexure Decree NO.:001/SK/BN/GAL/I/2008 (cont.)
JOB GRADE BINUSIAN (2013)
13 -16 (Manager) 17-21 (snr.Mngr/Asc.Dir.)
AREA 1 – 12 Who has not 22-26
Who has not
(staff...Spv) Who has acquired for Who has (Dir/MD)
acquired for
acquired COP COP acquired COP
COP

Area : 1
 Pool Car # # - # - -
 Taxi Voucher # # - # - -
Reimbursement * o o o o -

Area : 2
Pool Car # # - # - -
Taxi Voucher # # - # - -
Reimbursement * o o o o -

Notes:
# = Matching with SOP of Vehicle Request
* = Reimbursement Lumsump + Toll + Parking (base on rejection of vehicle request)
Bina Nusantara o = Reimbursement Lumsump + Tol + Parkir ( bring the toll ticket / parking ticket as reimbursement 32
requirement)
 Sample of TAXI VOUCHER

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Sample of Voucher Realization

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 Annexure Decree
NO.:001/SK/BN/GAL/I/2008
Regulation of reimbursement amount base on Area :

Type of Vehicle
Area
Car Motorcycle
1 Rp. 30.000,- Rp. 15.000,-
2 Rp. 50.000,- Rp. 25.000,-

Note : exclude Toll & Parking

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 Binus Shuttle Services
Passenger
Route PIC
(First Priority)
Anggrek- Alsut- Lecturers/Staffs/Stud
BM Alsut
Anggrek ents Alsut
BSQ-JWC-FX-BSQ Estate BSQ BSQ - Boarders
BSQ-Kjg-Sy-Ag-BSQ Estate BSQ BSQ - Boarders

Note :
-Shuttle Schedule is available PIC / Vehicle Coord.
-Need reservation for passenger

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 •Document only
•Financial / Official purpose
•Distribution on Campuss Network
•Central Receiving Location  All-BM office / Finance
Office ( Anggrek) / GA Office (Syahdan)
•Provide the sender & receiver information

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 Distribution network

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 BUSINESS CENTER
Policies and Procedures
 Business Center

Canteen Comm. Area Megastore/Mini

• Kantin Binus • Foodcourt • Binus

• Byte Café in • Foodstalls Merchandise
JWC Campus • Lease • Stationary
• Catering and Art
Material
• School’s
uniforms

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• BC (Business Center) Policy & Procedure
– Catering Order
– Mega Store sales order

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 Catering/Food Order
• MANUAL
Prepare SPB Approval Place Order with
BC
• Specify : • By Section Head • Max. H-2
• Qty • By Budget
• Type of
• Send to Ruang
Catering GA-Syahdan
• Date & Time • Attn: Wiwit
• Name of Event • Ext. 2148

• ONLINE
• gfservice.binus.edu
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SPB Manual

43
 Catering Type
Lebih Kurang
Jenis paket Qty > 20 Qty < 20
Price Price
Nasi Box Rp 16,500 Rp 17,500
Box Bento Rp 19,500 Rp 21,500
Coffee break Rp 17,000 Rp 19,500
Coffee break Rp 20,000 Rp 22,500
Prasmanan 1 Rp 32,000 Rp 34,500
Prasmanan 2 Rp 46,000 Rp 48,000
Prasmanan 3 Rp 57,500 Rp 59,500
Snack : Rp. 7.000,-
Snack Box : Rp. 10.000,-
Snack Special : Rp. 13.000,-
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 Megastore Sales Order
 Internal Order
 10% Discount for regular items
 Use approved SPB to place order

 For more information:

 Call us at Ext. 2117
 Visit our website at megastore.binus.edu

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46
 General Affair Division
Communication session
 The use of official address rules
• Correspondence or packages of goods for the personal
benefit are encouraged to use the employee's home
address
• Letters or packages of goods for the personal benefit
received by Security / Receptionist / BM staff will be
stored in BM office and should be taken solely by the
relevant employees' acceptance list by filling out the
document
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 The use of official address rules
• Letters or packages of goods for the personal benefit
that is stored in BM office will be timed 2 weeks for
decision. If after 2 weeks of receipt in BM office has
been no taking, BM will not save it
• BM Dept. is not responsible for matters arising from
letters or packages of goods for personal interests such
as the late receipt of the letter, the letter / goods
damaged, lost of mail / items et cetera

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 The use of official address rules
• BM Dept. will forward the problem to HC Dept. when
there is a collector / debt collectors who come to the
office to look for employees who have problems with
financial services

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