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FREQUENTLY ASKED QUESTIONS

Accounts Payable

How do I contact the Accounts Payable Office?
Contact Brenda Burkett at (315) 781-3346 or burkett@hws.edu or Elaine Ferrara at (315) 781-3335 or ferrara@hws.edu.

How do I get a cash advance to travel for the Colleges?
Submit a “Request for Payment” form to Accounts Payable for a travel advance. Upon return from the trip submit a “Travel Expense Report” with receipts for all expenses incurred on the trip. The travel report must be submitted within 14 days after your return. If you have spent more than the advance amount, a reimbursement check will be issued to you. If you have spent less than the travel advance amount, you are required to return the excess cash to the Cashier in the Business Office.

How do I get reimbursed for something I bought?
Submit a receipt or proof of payment (i.e. credit card statement, cancelled check or physical receipt) with a “Request for Payment” form, with the appropriate department account number and department head approval.

When can I get a check?
Checks are issued once a week. In order to receive a check on a Friday, your request for payment must be submitted to the Business Office by that Tuesday at 12 p.m.

How do I pay a speaker?
Submit a “Request for Payment” form with supporting documentation. Include on the form the individual’s name, home address and social security number. In addition, a Form W-9 must be completed by the individual and attached to the form.

How do I pay an individual from a foreign country?
It is necessary to call the Business Office prior to making a financial commitment to a foreign speaker/lecturer etc. as there are various tax rules that apply to this type of payment.

What is a Form W-9?
A Form W-9 is a “Request for Taxpayer Identification Number and Certification”. It is a federal form that the Colleges are obligated to obtain when making payments to an entity that is not a corporation.

Where do I get a Form W-9?
On the Business Office Forms webpage.

Where do I get a Request for Payment form?
On the Business Office Forms webpage.

General Accounting

What is my Department or Program number?
A list of Department numbers can be found here.

A list of Operating Program numbers can be found here.

A list of Non-operating Program numbers can be found here.


What Account number do I use for a particular charge?
A list of Account numbers can be found here.


What do I do if I have questions about a charge in my Department or Program?
Call Angela Freeman at (315) 781-3339. She can investigate the charge for you.


Who do I contact if I have a question about accounting for my grant?
Contact Karen Conron Chamberlain at (315) 781-3322 or Angela Freeman at (315) 781-3339.


How do I fix an error (incorrect charge) in my departmental budget?
Complete a Journal Entry Form to charge (debit) the correct account and relieve (credit) the incorrect account. Email the completed form to Angela Freeman (freeman@hws.edu).


How much money is available in my departmental account?
If you have any trouble with navigating to your budget in PeopleSoft or have any questions, please call Angela Freeman at (315) 781-3339.


What is the accounting fiscal year period?
The accounting fiscal year begins June 1 and ends the following May 31.


Where can I get a copy of the Colleges audited financial statements or IRS Form 990?
Call the Office of the Vice President for Finance at (315) 781-3337.


Who do I contact for general accounting questions?
Angela Freeman at (315) 781-3339 or freeman@hws.edu.


FAQ CONT.

Payroll

How do I contact the Payroll Office?
Contact Mary Mead at (315) 781-3342 or mead@hws.edu; or Elaine Ferrara at (315) 781-3335 or ferrara@hws.edu.


How often do we get paid?
The Colleges pay on a biweekly basis. In most cases, this is two times a month. Twice a year however there are three pay periods in a month.


How do I have my paycheck directly deposited to a bank account?
A direct deposit form needs to be completed in either the Human Resources Office or the Business Office. A check marked “void” needs to accompany the direct deposit form.


What if I change the bank account where my paycheck is directly deposited?
Before you change your bank account, it is very important to come to the Business Office and complete a new direct deposit form.


As a student employee how do I get paid?
A student employee timesheet must be handed in to the Business Office each payday by 5 p.m. for you to be paid the following payday. The student employee timesheet must be completed in its entirety including both the student employee and supervisor signature.


Where do I bring my student employee timesheet?
Student timesheets need to be brought to the Business Office (Demarest basement). There is a “drop off area” labeled “student timesheets.”


Purchasing

Who do I contact for purchasing questions?
Carole Fenner at (315) 781-3332 or fenner@hws.edu; or Elaine Ferrara at (315) 781-3335 or ferrara@hws.edu.


What is the purchasing process at the Colleges?
Purchasing goods and services is accomplished through PeopleSoft’s eProcurement module. The process begins when an individual on campus creates a purchase requisition. A series of electronic approvals may be required and ultimately a purchase order is created to be sent to the vendor. Detailed instructions for PeopleSoft eProcurement are available here.


When do I specifically need a purchase order?
A purchase order is a legal document between the Colleges and the vendor. A purchase order will be created when the purchase requisition process through PeopleSoft eProcurement and is required to physically purchase goods or services.


How do I purchase on the Web?
Obtain a Colleges’ purchase order number prior to ordering goods. See previous question on the purchasing process for information on the creation of a purchase order. Some online vendors will accept the purchase order and invoice the Colleges accordingly. Other vendors may require immediate payment at time of purchase, which would require a credit card.

Student Accounts

How do I contact the Student Accounts Office?
By phone: (315) 781-3343
By email: studentaccounts@hws.edu


Is there a tuition payment plan available?
A payment plan is available through the TuitionPay program. New students and students that participated in the plan previously will receive information in the mail. If you need information about the plan contact Student Accounts or TuitionPay directly at 1-800-635-0120) or tuitionpay.salliemae.com/hws.


When are tuition payments due?
The bill for the fall semester is mailed July 1 and the payment is due August 1. The bill for the spring semester is mailed December 2 and the payment is due January 6.


Where do I get verification of enrollment?
Contact Kelly Crawford in the Registrar’s Office at (315) 781-3648.


Where do I send my tuition payment?
There is a reply envelope enclosed with the bill that is addressed to Hobart & William Smith Colleges, Dept # 116060, P.O. Box 5211, Binghamton, NY 13902-5211. If you do not have the envelope, mail payment to Hobart & William Smith Colleges, Student Accounts Office, 300 Pulteney Street, Geneva, NY 14456.


Other Business Office Services

Where can I cash a check on campus?
A student payroll check may be cashed at The College Store. A miscellaneous employee check ($50 limit) may be cashed in the Business Office at the Cashier’s window.


Where can I locally cash a check from the Colleges?
All Colleges’ checks can be cashed with proper identification at Five Star Bank branches. Visit the bank's website for banking locations.