Many of these topics are specifically addressed in the Policies, Procedures, and Forms section of the Business Office website.
| Topic | Form/Information |
|---|---|
| Account Transfers | If you need to move expenses between accounts, please complete the online form, TRANSFER REQUEST, on the Business Office website under All Forms. |
| Budgets/account Access | You can view your accounts/budgets on the Hornet Hive through the WebAdvisor for Employees – Financial Information – Budget Selection. If you need access to an account or help in reviewing your account, email BusinessOffice@kzoo.edu |
| Cash Advance ‐ College Employees | Advances can be given for travel, upcoming events or to make change for event. Use the REQUISITION FORM to request the advance. Provide the date(s) of event/travel. Employees are required to submit an Expense Form within 30 days of return from travel/event that include original receipts, complete documentation and any funds due back to the College. Please allow 7‐10 days processing time. |
| Cash Advance ‐ Students | Advances can be given for travel, upcoming events or to make change for event. Use the STUDENT TRAVEL/EVENT ADVANCE form to request the advance. Provide the date(s) of event/travel. Students are required to submit an Expense Form within 30 days of return from travel/event that include original receipts, complete documentation and any funds due back to the College. Please allow 7‐10 days processing time |
| College cell phone ‐ Employees | See the Purchasing: Cell Phones and Mobile Devices section of the Policies, Procedures, and Forms section of the Business Office website. |
| College Credit Cards | To request a College Credit Card complete a COLLEGE PURCHASING/CREDIT CARD APPLICATION form via the all forms page on the Business Office website. Review the college credit card policy information. Statements must be completed monthly and all receipts are required. |
| Computers and Technology | All technology purchases (e.g. computers, e‐tablets, software, etc.) must be made through Information Services. Contact Don Mack, Associate Director Technical & Media Services (Don.Mack@kzoo.edu, 269.337.7138). Technology purchases not made by IS will not be reimbursed by the College regardless of the source of funding for the purchase. If you use a personal credit card to purchase a College computer you will not be reimbursed by the College. |
| Deposits | For deposits to the College accounts, please use the DEPOSIT FORM. Checks and cash should be brought to the Business Office daily. Please do not send checks or cash through the mail. Gifts to the College should be taken to the Advancement Office for processing. |
| Direct Deposit ‐ Student/employees | All students and employees can be paid via direct deposit for both payroll and Accounts Payable. These are the following ways to enroll: 1. Bring a VOIDED check to the Business Office, have your bank fax an authorization to the Business Office 269.337.7239, or complete the Direct Deposit form on the Payroll website or the Business Office website |
| Direct Deposit ‐ vendors | All vendors can be paid electronically by the College. Please have them complete a VENDOR FORM/FORM W‐9 which can be found on the Business Office website. |
| Disputed Credit Card Charges | Please complete PURCHASING/CREDIT CARD DISPUTE/BILLING INQUIRY FORM. |
| Employee Stipend Payments | Please use the STIPEND PAYMENT REQUEST FORM and submit to Payroll. These cannot be processed through Accounts Payable. This form is on the Payroll website. |
| Fraudlent Credit Card Charges | Please complete PURCHASING/CREDIT CARD DISPUTE/BILLING INQUIRY FORM |
| Gift Cards | Gift cards are generally prohibited. There are limited circumstances where gift certificates and gift cards can be used. Please contact Jodi Breithart (jodi.breithart@kzoo.edu) in the Business Office to discuss your particular circumstances prior to purchasing the gift cards. Gift cards purchased without authorization will not be reimbursed. |
| Honorarium Payments (non employee only) | Please use a REQUISITION FORM. A Form W‐9 is required for all payees in advance of processing the payment. |
| International Visitor Payments | Please use the PAYMENT OF INTERNATIONAL VISITORS FORM. These payments are complex and require time for research. Please allow 2 weeks! |
| Invoice Approved For Payment | Most invoices will be provided electronically from the Business Office. Reply with “approved” and include the appropriate 13‐digit account number. If received in hard copy, write “approved”, sign the invoice, provide the account number, and return the form to the Business Office. Please allow 5‐7 days for processing. There is not need to include a REQUISTION FORM with the invoice. |
| Mileage | Mileage is paid when a personal vehicle is used for College business. Please check the Business Office website for current mileage rates as it does change. The College only reimburses the cost of gas when a College or rental vehicle is used. |
| Office Supplies | All office supplies should be purchased through the College’s Staple’s account. Please check with your office coordinator or contact Jill Rex in the Business Office Jill.Rex@kzoo.edu. |
| Payment For Services, non‐employees only (Honorariums, Athletic Officials etc.) | Please use a REQUISITION FORM. A Form W‐9 is required for all payees in advance of processing the payment. |
| Purchase Orders | PO requests should be emailed to BusinessOffice@kzoo.edu and include the following: vendor name (and ID number if known), quantity, description, amount, and GL account number(s). If the vendor is not already in Colleague, a form W‐9 will be needed. The Business Office staff can request the W‐9, but it will add time to processing. PO’s take 24 hours to process. |
| Purchasing Policies | The College purchasing policies can be found on the Business Office website. |
| Questions | For the fastest response to your questions, please email BusinessOffice@kzoo.edu. |
| Reimbursements | Reimbursement for College purchases made with personal funds should be documented on an EXPENSE FORM. All reimbursements must be submitted within 90 days of expenditure or by fiscal year‐end cutoff, whichever comes first. |
| Stipend ‐ employees | Please use the STIPEND PAYMENT REQUEST FORM and submit to Payroll. These cannot be processed through Accounts Payable. |
| Stipend ‐ students | Please use a STUDENT STIPEND FORM. (Stipends are for food, housing and other living expenses) |
| Student Prizes, Awards, Grants, Fellowships, Externships | Please use a REQUISITION FORM for student Prizes and Awards. For Student Grants/Fellowships/Externships use the STUDENT STIPEND FORM. If these are paid during the academic year, they must have approval by Financial Aid, please send the form to their office and they will send it along to us. |
| Timesheets | Staff and student timesheets are approved through the Hornet HQ. Timesheets are due by noon the Monday after the pay period ends. Timesheets should be filled out daily by hourly staff/students |
| Transfer Requests | If you need to move expenses between accounts, please complete the online form, TRANSFER REQUEST, on the Business Office website under All Forms. |
| Web Advisor | This is where you can view your accounts/budgets. If you need access to an account or help in reviewing your account, email BusinessOffice@kzoo.edu |
| Web Time Entry | This is where you view and approved time sheets. For issues with student employees, contact HR‐Student.Employment@kzoo.edu. For issues with College staff, contact Payroll@kzoo.edu. |