Washington and Lee University

1. Washington and Lee University Finance Division

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

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

4. Finance and Administration Division • Business Office • 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. • Card System – one of the places to put funds on your card account.

5. Finance and Administration Division • 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. • 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.

6. Finance and Administration Division • Business Office, cont. • Payroll • Direct Deposits – advices are available thru WebAdvisor but are currently sent via email (will be discontinued soon) – deposit to account that you have control of, not ex-spouses or debts. • We do not mail pay checks. • Payroll schedules can be found on our web page. • 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.

7. Finance and Administration Division • Business Office, cont. • 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.

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

9. Finance and Administration Division • 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.

10. Finance and Administration Division • Business Office Contacts • Accounts Receivable - Faye Silvea x8732 • 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 • Payroll – Les Gearhart x8735 or Carolyn Deacon x8326 • Tax Issues and Non-U.S. Citizen Visitors – Joan Swisher x8749 • Endowment and Grants – Cathy Coleman x8738 • Everything else – Sue Bryant x8731 or Sarah Downey x8928

11. Finance and Administration Division • Web page – http://businessoffice.wlu.edu/ • Link to MyBudget • Link to ESP SunTrust (credit card reporting system) • Payroll Services – link to WTE, timesheets, pay schedules • 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. • Government Agency links

12. Thank You and welcome to Washington and Lee University