Finance FAQ

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ACCOUNTING, COST CENTERS (BUDGETS)

Where can I find accounting forms and documents?

offices.vassar.edu/accounting/forms/

Where can I find the budget crosswalks?

The master “crosswalk” document that lists your old number(s) from Banner and the corresponding new number(s) in Workday. [If a number is missing email servicedesk@vassar.edu]. More individualized crosswalks will also be provided to departments, offices, etc.

What budget information do I give Facilities Operations for a work request?

Facilities Operations must have the budget information provided in a specific way and order so that it can be easily entered into its TMA ticketing system. If you are requesting Facilities Operations services as part of an EMS room reservation, submit budget information in the same way. Use this order and format:

Fund-Cost Center-Ledger Account-Function-Spend Category

NOTE: You will always use 62160 for the ledger account and SC6350 for the spend category when placing a work request.

Here’s one example of complete budget information submitted for a work order (be sure to include the prefixes associated with the Fund, Cost Center, and Spend Category):

FD1000-CC1234-62160-01-SC6350

Some work requests will also require including a worktag code in the budget information, if the work is being charged to a program, event, gift, grant, or other special budget category. In these cases provide the information this way:

Fund-Cost Center-Ledger Account-Function - Spend Category-Worktag

Here are examples of complete budget information when a worktag is needed (also include the prefix for the worktag):

FD1000-CC1234-62160-01-SC6350-PG100000  [for a program]
FD1000-CC2345-62160-11-SC6350-EV13579     [for an event]
FD1000-CC3456-62160-21-SC6350-ENA98765  [for an endowment/gift]
FD1000-CC4567-62160-31-SC6350-GR050505  [for a grant]
FD1000-CC5678-62160-41-SC6350-AV110185   [for a VSA activity]

What budget information should I provide when I place an order with the Copy Center for copies or printing?

When submitting a copy center work order, all requests must be sent to copycenter@vassar.edu, or brought in person. Please include all parts of your budget number in the following order:

Fund-Cost Center-Ledger Account-Function-Spend Category

NOTE: You will always use 62130 for the ledger account and SC6134 for the spend category when placing a work request.

Here’s one example of complete budget information submitted for a work order (be sure to include the prefixes associated with the Fund, Cost Center, and Spend Category):
FD1000-CC1234-62130-01-SC6134

Some work requests will also require including a worktag code in the budget information, if the work is being charged to a program, event, gift, grant, or other special budget category. In these cases provide the information this way:
Fund-Cost Center-Ledger Account- Function-Spend Category-Worktag

Here are examples of complete budget information when a worktag is needed (also include the prefix for the worktag):

FD1000-CC1234-62130-01-SC6134-PG100000  [for a program]
FD1000-CC2345-62130-11-SC6134-EV13579     [for an event]
FD1000-CC3456-62130-21-SC6134-ENA98765  [for an endowment/gift]
FD1000-CC4567-62130-31-SC6134-GR050505  [for a grant]
FD1000-CC5678-62130-41-SC6134-AV110185   [for a VSA activity]

What budget information does Campus Safety need when an officer’s time is being requested?

Provide budget information in this order and format:

Fund-Cost Center-Ledger Account-Function

NOTE:

• Use the ledger account 51000.
• Do not include a spend category. Campus Safety will choose the correct one.

Here’s an example of complete budget information when an officer’s time is requested (be sure to include the prefixes associated with the Fund and Cost Center):

FD1000-CC1234-51000-01

Some requests for an officer’s time will also require including a worktag code in the budget information if the work is being charged to a program, event, gift, grant, or other special budget category. In these cases provide the information this way:

Fund-Cost Center-Ledger Account-Function-Worktag

Here are examples of complete budget information when a worktag is needed (also include the prefix for the worktag):

FD1000-CC1234-51000-01-PG100000  [for a program]
FD1000-CC2345-52000-11-EV13579     [for an event]
FD1000-CC3456-51000-21-ENA98765  [for an endowment/gift]
FD1000-CC4567-51000-31-GR050505  [for a grant]
FD1000-CC5678-51000-41-AV110185   [for a VSA activity]

What budget information does Campus Safety need when transportation services are being requested?

Provide budget information in this order and format:

Fund-Cost Center-Ledger Account-Function-Spend Category

NOTE:

• For employee/business transportation use the ledger account 62170 and the spend category SC6460.
• For student transportation use the ledger account 62170 and the spend category SC6462.

Here are examples of complete budget information for a transportation request (be sure to include the prefixes associated with the Fund and Cost Center):

FD1000-CC1234-62170-01-SC6460
FD1000-CC1234-62170-01-SC6462

Some transportation requests will also require including a worktag code in the budget information if the work is being charged to a program, event, gift, grant, or other special budget category. In these cases provide the information this way:

Fund-Cost Center-Ledger Account-Function-Spend Category-Worktag

Here are examples of complete budget information when a worktag is needed for a transportation request (also include the prefix for the worktag):

FD1000-CC1234-62170-01- SC6460-PG100000  [for a program]
FD1000-CC2345-62170-11- SC6460-EV13579  [for an event]
FD1000-CC3456-62170-21- SC6460-ENA98765  [for an endowment/gift]
FD1000-CC4567-62170-31- SC6462-GR050505  [for a grant]
FD1000-CC5678-62170-41- SC6462-AV110185  [for a VSA activity]

PROCUREMENT/PURCHASING

What is a Spend Category?

Spend Categories specify the type of expenditure. For example, copier paper will be “Spend Category: Office Supplies (SC6186)”.

How do I make purchases without a purchasing card (P-Card)?

Create a requisition or work with your administrative assistant to make the purchase with their P-Card.

Can I place online orders directly in Workday?

Yes—orders via Amazon, Staples, Granger, and B&H are possible as “punchout” purchases.

Why is the college requesting that we create requisitions for all purchases over $1000, even when the purchase will be made on a P-Card?

This process will allow cost center managers to have better visibility into how their budgets are being spent and help the college make better procurement decisions and deals with suppliers.

What levels of approval are necessary for requisitions and expense reports?

$0 - $1000.00	Cost Center Manager
$1,000.01 - $5000	Cost Center Manager + Direct Report to Senior Officer
$5,000.01 - $50,000	Cost Center Manager + Direct Report to Senior Officer + Senior Officer
$50,000.01K +	Cost Center Manager + Direct Report to Senior Officer + Senior Officer + CFO

NOTE: Approval steps won’t duplicate. For example, if the cost center manager is also a direct report to a senior officer, the approval will route one level above even at a lower dollar threshold or to the requestor’s manager depending on the case. You can check to see whose approval is still needed by using the “Process” tab within your completed requisition or expense report.

What do I do if the supplier I want to use isn’t listed in Workday?

Direct the Suppler to the Supplier Registration Site to create an account and fill out an application. The supplier can download the instructions here or get the link from the registration logon page. Once the Supplier submits the application it will route for approval in Workday. The Supplier should be ready for use with requisitions and supplier invoice requests within 5 days of application.

Why is a W-9 necessary?

It is an IRS requirement that all suppliers submit a W-9 form BEFORE conducting business. Failure to do so can result in full or partial withholding of payment to the vendor, fines to the college, and non-compliance with IRS regulations.

How can I request a blanket order?

Create a blanket order using the “Create Requisition” function in Workday, choosing blanket order as the “requisition type.”

How will I make purchases against a blanket order?

Reference the purchase order (PO) number when you make the purchase.

How do I confirm that I have received goods?

Use the “Create Receipt” function in Workday, referencing your purchase order (PO) information. This will let Accounts Payable know that it is ok to pay the bill.

Can I do a partial receipt of an order?

Yes, you can do multiple receipts against one Purchase Order (PO).

When would I use the “Create a Receipt” function on a contract?

For many contracts, Vassar pays prior to receiving the service. So you should create a receipt for the contract once the contract has been finalized and is ready to pay.

How does an employee get reimbursed for an out-of-pocket, non-travel related purchase?

They should request reimbursement via the "Create Expense Report" task in Workday (follow instructions online). NOTE: Purchases should typically be made on a Vassar P-Card or through your office’s/department's purchasing process.

How does a non-employee get reimbursed for college-related travel?

Use the “Create Supplier Invoice Request” function in Workday to have reimbursement issued for them.

How will students request reimbursements when they’ve purchased something for their coursework or organization?

Students should not make purchases out of their own pockets and request reimbursements. They should make the purchase on a P-Card, working with the administrative assistant of the related department/office or the treasurer of their student organization.

How does an academic department get reimbursed by the Dean of Faculty Office for charges made on a department P-Card?

The department will choose the appropriate cost center (formerly “org/budget”) when reconciling the credit card charge.

CREDIT CARDS (P-CARD AND C-CARD)

If I have two cards, how will I know which one to use?

P-Cards are used for all non-travel purchasing. C-Cards (corporate travel card) are used for travel costs incurred before you leave and any purchases made while traveling (e.g. airfare, conference fees, meals, taxis). In addition to using your C-Card for typical travel expenses, use it to make other purchases related to your business trip (e.g. printing services, a replacement USB device, or candy for your tabling event).

Can I still book travel on my P-Card?

No. Travel arrangements should only paid for on a C-Card.

Can I use my P-Card to pay for something ordered with a requisition?

Yes. You can specify when you use the “Create Requisition” function that you would like to pay with your P-Card rather than having it paid by Accounts Payable.

Do I have to submit paper receipts to Accounting Services?

No. You will attach photos or scans of receipts to your expense reports and to your P-Card transactions right in Workday. You can take these photos and feed them directly into Workday using the Workday mobile app.

Where do I reconcile my C-Card charges?

You will use the “Create Expense Report” function in Workday. Your C-Card transactions will be listed in Workday as line items, and you can choose which items correspond to the trip you are reporting on.

GRANTS, AWARDS

How do I find a grant in Workday?

You can search for grants in multiple ways: type into the search bar the grant tag (GR000XXX), the last name of the principal investigator, or by a few keywords of the grant description. Or, as always, feel free to contact the Grants Office!

How do I charge a grant for an expense?

In Workday, you will type into the “additional worktags” field the worktag that corresponds to a specific grant. Once you’ve chosen that worktag, all other corresponding account information will automatically populate.

Will I be able to see a budget report for a grant?

Yes, if you have an authorized “role” in the grant. This will allow the person to run a report to see the total grant budget and all expenses that have been charged to the grant. The report is called “grant budget to actuals,” and the Grants Office is always happy to review it with you.

What are “Internal Awards”?

In Workday, multiple awards funded through the Dean of Faculty Office, the Committee on Research, the Carolyn Grant ‘36 Endowment Fund, etc. are considered internal awards. These are managed through the Grants Office, which is happy to answer any related questions.

How do I find my internal award in Workday?

All internal awards have a project worktag, which can be used to search. Reach out to the Grants Office with any questions.