Frequently Asked Questions

1. When do I need a purchase order?

   A purchase order is required for purchases over $100. Exceptions include utilities, lease & maintenance contracts, prepaid items, e.g., registration fees, membership dues.

2. What is required for a cash advance?

   A cash advance may be obtained for amounts up to $100. A Check/Cash Request Form must be completed, photocopied and brought to the Accounts Payable Office for approval. Once the request is approved, the form can be taken to the Business Office for cash.

3. How soon can I get a check from Accounts Payable?

   Checks are written weekly and are available after 2 p.m. on Friday for requests received in the Accounts Payable Office by 5 p.m. Friday of the previous week.

4. Why are some accounts expense numbers changed by the Comptroller's & Accounts Payable offices?

   A department may charge an expense to a certain line item based on the amount of budget instead of the nature of the expense. If we find that another line item reflects the nature of the expense better, we will change it and notify the department so you may update your own records.

5. What do I need to do to have a transaction error corrected?

   If you find a correction needs to be made to your cost center, you may send an e-mail, memo, or complete a journal entry form and submit it to the Finance Office with an explanation of the nature of your request.

6. Can anyone in my department authorize a transaction?

   Only budget directors are authorized to use funds from their budgets. If you choose to allow other personnel in your department to have authorization in regard to the budget, send a memo to the Finance Office stating who you are authorizing and for which transactions and /or dollar amounts.

7. How do I know how much I have left in my budget?

   You may be able to access your budget via CARS. If you do not have access to CARS, please contact the ATIS department to have it installed. Once installed, contact the Finance Office to set up a time to be trained in Budget Review. You may also pick up a set of instructions from the Finance Office.

8. Can we give gift certificates to employees?

   No cash or cash equivalent items (i.e., gift certificates) should be issued to an employee. Please refer to the policies regarding employee prizes and awards posted via the Internet.

9. What if I have old equipment that I would like to donate to another department?

   In order to donate equipment to another department, a Fixed Asset Change Form must be completed and submitted to Sheila Nix. The forms are available via the Internet or in Accounts Payable.

10. What items can I charge to the Miscellaneous line item?

    There are no items that should be charged to the 6400 Miscellaneous line item. This line item was removed in the 2004-2005 fiscal year. Please refer to a chart of accounts for proper designation of charges. If you have questions on a charge please contact the Finance Office for assistance.

11. When do I need to ask for a budget revision versus a journal entry?

    A budget revision is needed when you go over budget in your area and another department is supplementing the overage. A budget revision needs to be approved by the vice presidents of both departments and by the vice president of Finance & Administration. A journal entry is needed when you are making a correction or are reimbursing another department for actual charges that have already been charged to the department. A journal entry needs to be approved by a vice president if the amount is $1000 or more.