Washington and Lee University Finance Division Finance and Administration Division Treasurer’s Office Treasurer’s Office Budget Budget Washington Hall

Washington and Lee Washington and Lee UniversityUniversity

Finance DivisionFinance Division

Finance and Administration Finance and Administration DivisionDivision

Treasurer’s OfficeTreasurer’s Office Budget Budget

Washington Hall 33Washington Hall 33 Business OfficeBusiness Office

Early-Fielding 114Early-Fielding 114 Facilities Management and Capital PlanningFacilities Management and Capital Planning

Facilities Management/Heating PlantFacilities Management/Heating Plant Human ResourcesHuman Resources

Early-Fielding GO-18Early-Fielding GO-18 University StoreUniversity Store

Elrod CommonsElrod Commons


Treasurer’s Office (x8740)Treasurer’s Office (x8740) Budget and University InsuranceBudget and University Insurance

Stephanie Arbanas Stephanie Arbanas Home Loans and Educational Grants, if Home Loans and Educational Grants, if

applicableapplicable Lori OliverLori Oliver


Business OfficeBusiness Office Accounts Receivable Accounts Receivable – – employee are billed first of employee are billed first of

each month, non-revolving.each month, non-revolving.

Cash Receipts Cash Receipts – – receives payments of all kinds, receives payments of all kinds, however gifts are first processed by the Development however gifts are first processed by the Development Office.Office.

Card System Card System – – one of the places to put funds on your one of the places to put funds on your card account.card account.


Business Office, cont.Business Office, cont. Accounts Payable Accounts Payable – process payments to employees – process payments to employees

such as reimbursements, payments to vendor, student such as reimbursements, payments to vendor, student account refunds, credit card payments, travel reports, account refunds, credit card payments, travel reports, etc. Procedure is on the web page.etc. Procedure is on the web page.

Credit Card Issuance and Reporting Credit Card Issuance and Reporting – issues the – issues the University credit cards to approved requesters, trains University credit cards to approved requesters, trains credit card holders on the reporting system (ESP), and credit card holders on the reporting system (ESP), and posts the activity to the general ledger.posts the activity to the general ledger.


Business Office, cont.Business Office, cont. Payroll Payroll

Direct Deposits – advices are available thru Direct Deposits – advices are available thru WebAdvisor but are currently sent via email (will be WebAdvisor but are currently sent via email (will be discontinued soon) – deposit to account that you discontinued soon) – deposit to account that you have control of, not ex-spouses or debts.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 Monthly pay checks are available on the last banking banking

day of the month.day of the month. Bi-weekly pay checks – please refer to schedule – Bi-weekly pay checks – please refer to schedule –

note there are two pay period with an “*” – there will note there are two pay period with an “*” – there will be no insurance deductions on these pay periods.be no insurance deductions on these pay periods.



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



Payment When Working a Holiday - see page 16 of employee handbook

Payment When Working Overtime - see page 17 of the employee handbook


Business Office, cont.Business Office, cont. Any other financial thing you can think of not Any other financial thing you can think of not

covered by the previous pages – questions covered by the previous pages – questions related to taxability of payments, sales tax, related to taxability of payments, sales tax, other taxes, movements between accounts, other taxes, movements between accounts, speakers, endowment, grants, travel advances, speakers, endowment, grants, travel advances, spring term billings, and on and on. spring term billings, and on and on.


Business Office ContactsBusiness Office Contacts Accounts Receivable - Faye Silvea x8732Accounts Receivable - Faye Silvea x8732 Cash Receipts or Card System – Heather Thompson Cash Receipts or Card System – Heather Thompson

x8733 (currently on maturnity leave so call Sarah x8733 (currently on maturnity leave so call Sarah Downey x8928)Downey x8928)

Accounts Payable – Jane Stokes x8734 or Margaret Accounts Payable – Jane Stokes x8734 or Margaret Harrison x8221Harrison x8221

Payroll – Les Gearhart x8735 or Carolyn Deacon x8326Payroll – Les Gearhart x8735 or Carolyn Deacon x8326 Tax Issues and Non-U.S. Citizen Visitors – Joan Swisher Tax Issues and Non-U.S. Citizen Visitors – Joan Swisher

x8749x8749 Endowment and Grants – Cathy Coleman x8738Endowment and Grants – Cathy Coleman x8738 Everything else – Sue Bryant x8731 or Sarah Downey Everything else – Sue Bryant x8731 or Sarah Downey

x8928x8928


Web page – Web page – http://businessoffice.wlu.edu/ Link to MyBudgetLink to MyBudget Link to ESP SunTrust Link to ESP SunTrust (credit card reporting system)(credit card reporting system) Payroll Services – Payroll Services – link to WTE, timesheets, pay link to WTE, timesheets, pay

schedulesschedules Forms – Forms – sales tax exemption, travel report forms, sales tax exemption, travel report forms,

general disbursement requests, etc. general disbursement requests, etc. Policy/Procedures – Policy/Procedures – We’re working on this section. We’re working on this section.

Currently includes payment procedures, Non-resident Currently includes payment procedures, Non-resident aliens and this presentation.aliens and this presentation.

Government Agency linksGovernment Agency links

Thank YouThank You

and and

welcome towelcome to

Washington and LeeWashington and Lee

UniversityUniversity

Documents

Washington and Lee University Finance Division Finance and Administration Division Treasurer’s Office Treasurer’s Office Budget Budget Washington Hall