employee orientation

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 Credit Card issuanceCredit Card issuance

Lori OliverLori Oliver Home Loans and Educational Grants, if Home Loans and Educational Grants, if

neededneeded Lori OliverLori Oliver


Business OfficeBusiness Office Accounts Receivable – employee are Accounts Receivable – employee are

billed first of each month, non-revolving.billed first of each month, non-revolving. Cash Receipts – receives payments of all Cash Receipts – receives payments of all

kinds, however gifts are first processed kinds, however gifts are first processed by the Development Office.by the Development Office.

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


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

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


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

Direct Deposits – advices are sent via email – deposit Direct Deposits – advices are sent via email – deposit to account that you have control of, not ex-spouses to account that you have control of, not ex-spouses or debts.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 vacation, sickness, more or variation in time, such as vacation, sickness, more or less than scheduled hours, should be reported to less than scheduled hours, should be reported to Payroll. Using the pay period schedule, you should Payroll. Using the pay period schedule, you should note on your office calendar and/or in Groupwise the note on your office calendar and/or in Groupwise the payroll deadlines. Due to our deadlines for banking payroll deadlines. Due to our deadlines for banking and federal reports, we can not delay the processing and federal reports, we can not delay the processing of payroll for late timesheets. of payroll for late timesheets. Late timesheets will be Late timesheets will be paid the following pay period.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 Any other financial thing you can think

of not covered by the previous pages – of not covered by the previous pages – questions related to taxability of questions related to taxability of payments, sales tax, other taxes, payments, sales tax, other taxes, movements between accounts, movements between accounts, speakers, endowment, grants, and on speakers, endowment, grants, and on 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

x8733x8733 Accounts Payable – Jane Stokes x8734 or Margaret Accounts Payable – Jane Stokes x8734 or Margaret

Harrison x8221Harrison x8221 Payroll – Les Gearhart x8735Payroll – Les Gearhart x8735 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 Snyder Everything else – Sue Bryant x8731 or Sarah Snyder

x8928x8928


Web page – Web page – http://businessoffice.wlu.edu/ Link to MyBudgetLink to MyBudget Payroll Services – timesheets, pay schedulesPayroll Services – timesheets, pay schedules Forms – sales tax exemption, travel report Forms – sales tax exemption, travel report

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

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

Government Agency linksGovernment Agency links

Thank YouThank You

and and

welcome towelcome to

Washington and LeeWashington and Lee

UniversityUniversity

employee orientation

Documents

development office

business office earlyfielding

payroll payment

payroll schedules

payroll deadlines

processing of payroll

office calendar andor

pay periods