Washington and Lee University Finance Division

Finance and Administration Division Treasurer’s Office Treasurer’s Office Budget Budget Washington Hall 33 Washington Hall 33 Business Office Business Office Early-Fielding 114 Early-Fielding 114 Facilities Management and Capital Planning Facilities Management and Capital Planning Facilities Management/Heating Plant Facilities Management/Heating Plant Human Resources Human Resources Early-Fielding GO-18 Early-Fielding GO-18 University Store University Store Elrod Commons Elrod Commons

Finance and Administration Division Treasurer’s Office (x8740) Treasurer’s Office (x8740) Budget and University Insurance Budget and University Insurance Stephanie Arbanas Stephanie Arbanas Home Loans and Educational Grants, if applicable Home Loans and Educational Grants, if applicable Lori Oliver Lori Oliver

Finance and Administration Division Business Office Business Office Accounts Receivable – employee are billed first of each month, non-revolving. Accounts Receivable – employee are billed first of each month, non-revolving. Cash Receipts – receives payments of all kinds, however gifts are first processed by the Development Office. Cash Receipts – receives payments of all kinds, however gifts are first processed by the Development Office. Card System – one of the places to put funds on your card account. Card System – one of the places to put funds on your card account.

Finance and Administration Division Business Office, cont. Business Office, cont. Accounts Payable – process payments to employees such as reimbursements, payments to vendor, student account refunds, credit card payments, travel reports, etc. Procedure is on the web page. Accounts Payable – process payments to employees such as reimbursements, payments to vendor, student account refunds, credit card payments, travel reports, etc. Procedure is on the web page. Credit Card Issuance and Reporting – issues the University credit cards to approved requesters, trains credit card holders on the reporting system (ESP), and posts the activity to the general ledger. Credit Card Issuance and Reporting – issues the University credit cards to approved requesters, trains credit card holders on the reporting system (ESP), and posts the activity to the general ledger.

Finance and Administration Division Business Office, cont. Business Office, cont. Payroll Payroll Direct Deposits – advices are available thru WebAdvisor but are currently sent via (will be discontinued soon) – deposit to account that you have control of, not ex-spouses or debts. Direct Deposits – advices are available thru WebAdvisor but are currently sent via (will be discontinued soon) – deposit to account that you have control of, not ex-spouses or debts. We do not mail pay checks. We do not mail pay checks. Payroll schedules can be found on our web page. Payroll schedules can be found on our web page. Monthly pay checks are available on the last banking day of the month. Monthly pay checks are available on the last banking day of the month. Bi-weekly pay checks – please refer to schedule – note there are two pay period with an “*” – there will be no insurance deductions on these pay periods. Bi-weekly pay checks – please refer to schedule – note there are two pay period with an “*” – there will be no insurance deductions on these pay periods.

Finance and Administration Division Business Office, cont. Business Office, cont. Payroll Payroll Web Time Entry (“WTE”) or Timesheets – Any variation in time, such as CTO or SLR, should be reported to Payroll. Using the pay period schedule, you should note on your office calendar and/or in Outlook, the payroll deadlines. Due to our deadlines for banking and federal reports, we can not delay the processing of payroll for late paper timesheets. Late timesheets will be paid the following pay period. Web Time Entry (“WTE”) or Timesheets – Any variation in time, such as CTO or SLR, should be reported to Payroll. Using the pay period schedule, you should note on your office calendar and/or in Outlook, the payroll deadlines. Due to our deadlines for banking and federal reports, we can not delay the processing of payroll for late paper timesheets. Late timesheets will be paid the following pay period.

Finance and Administration Division Business Office, cont. Business Office, cont. Payroll Payroll Payment When Working a Holiday - see page 16 of employee handbook Payment When Working Overtime - see page 17 of the employee handbook

Finance and Administration Division Business Office, cont. Business Office, cont. Any other financial thing you can think of not covered by the previous pages – questions related to taxability of payments, sales tax, other taxes, movements between accounts, speakers, endowment, grants, travel advances, spring term billings, and on and on. Any other financial thing you can think of not covered by the previous pages – questions related to taxability of payments, sales tax, other taxes, movements between accounts, speakers, endowment, grants, travel advances, spring term billings, and on and on.

Finance and Administration Division Business Office Contacts Business Office Contacts Accounts Receivable - Faye Silvea x8732 Accounts Receivable - Faye Silvea x8732 Cash Receipts or Card System – Heather Thompson x8733 (currently on maturnity leave so call Sarah Downey x8928) Cash Receipts or Card System – Heather Thompson x8733 (currently on maturnity leave so call Sarah Downey x8928) Accounts Payable – Jane Stokes x8734 or Margaret Harrison x8221 Accounts Payable – Jane Stokes x8734 or Margaret Harrison x8221 Payroll – Les Gearhart x8735 or Carolyn Deacon x8326 Payroll – Les Gearhart x8735 or Carolyn Deacon x8326 Tax Issues and Non-U.S. Citizen Visitors – Joan Swisher x8749 Tax Issues and Non-U.S. Citizen Visitors – Joan Swisher x8749 Endowment and Grants – Cathy Coleman x8738 Endowment and Grants – Cathy Coleman x8738 Everything else – Sue Bryant x8731 or Sarah Downey x8928 Everything else – Sue Bryant x8731 or Sarah Downey x8928

Finance and Administration Division Web page – Web page – Link to MyBudget Link to MyBudget Link to ESP SunTrust (credit card reporting system) Link to ESP SunTrust (credit card reporting system) Payroll Services – link to WTE, timesheets, pay schedules Payroll Services – link to WTE, timesheets, pay schedules Forms – sales tax exemption, travel report forms, general disbursement requests, etc. Forms – sales tax exemption, travel report forms, general disbursement requests, etc. Policy/Procedures – We’re working on this section. Currently includes payment procedures, Non-resident aliens and this presentation. Policy/Procedures – We’re working on this section. Currently includes payment procedures, Non-resident aliens and this presentation. Government Agency links Government Agency links

Thank You and welcome to Washington and Lee University