How do I contact the Accounts Payable Office?
Contact Laura Millerd at (315) 781-3346 or millerd@hws.edu or Janette Brower at (315) 781-3341 or brower@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 to the Accounts Payable Office by that Tuesday at 12:00 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. If the payment is greater than $600.00 you will need to have a Form W-9 completed by the individual prior to release of the check.
How do I pay an individual from a foreign country?
It is necessary to call the Accounts Payable 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?
Contact Laura Millerd at (315)781-3346 or Millerd@hws.edu.
Where do I get a Request for Payment form?
Forms may be obtained directly from the Business Office or a form may be filled in and printed from the Colleges’ Web site. Click on “quick links” then “on-line forms” and input Business Office.
How do I fix an error (incorrect charge) in my departmental budget?
Complete a “Journal Entry Form” to charge the correct account (debit) and credit the incorrect account. The journal entry form requires a department head approval for the account number being charged (debited). Send the form to Janette Brower.
How much money is available in my departmental account?
Call the Business Office for assistance with this question.
What is the accounting fiscal year period?
The accounting fiscal year begins June 1 and ends the following May 31.
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 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.
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 Web site, www.five-starbank.com for banking locations.
Where do I get a Journal Entry Form?
Forms may be obtained directly from the Business Office or a form may be filled in and printed from the Colleges’ website click “quick links” then “on-line forms” then input Business Office.
Quick Link: campus.hws.edu/adm/forms/Journal_entry_form.pdf
Who do I contact for general accounting questions?
Contact Janette Brower at (315)781-3341 or brower@hws.edu, Elaine Ferrara at (315)781-3335 or ferrara@hws.edu or Michael Paparo at (315)781-3344 or paparo@hws.edu.
As a student employee how do I get paid?
A student employee timesheet must be handed in to the Payroll Office each payday by 5 p.m. for you to be paid the following payday. Most departments have student timesheets in their office however you can always get a timesheet from the Payroll Department or use the PDF fillable version which is available on the Colleges Web site. The student timesheet must be completed properly including both the student employee and supervisor signature.
How do I become a student employee?
In order to become an employee of the Colleges, a Form W4 and I9 need to be completed by you. The forms can be completed in the Business Office. Two forms of specific identification are necessary for Form I9. The most common forms of identification used are a “driver’s license” and “social security card” or a “passport”.
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 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 Payroll Office. A check marked “void” needs to accompany the direct deposit form.
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.
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 Payroll Office and complete a new direct deposit form.
When we do get paid 3 times a month what does “other deductions” mean on my pay-stub?
The “other deductions” amount is the total of all the deductions taken twice a month instead of every pay period. An example of this would be a health insurance deduction.
Where do I bring my student payroll timesheet?
Student timesheets need to be brought to the Business Office (Demarest basement). There is a “drop off area” labeled “timesheets”.
What is our purchasing process at the Colleges?
In order to make a purchase, a Colleges’ purchase order is required. A purchase order is a legal document between the Colleges and the vendor. Upon issuance of a purchase order, the vendor will ship goods and simultaneously mail an invoice to the Colleges. The invoice is approved by the department who purchased the goods and sent to the Accounts Payable department for payment.
When do I specifically need a purchase order?
You would use a purchase order to physically purchase goods or services for your department.
Where do I get a purchase order?
A purchase order may be obtained in your department or the Business Office. There are two purchase order forms, one for purchases greater than $500 and one for purchases $500 or less. Prior to making a purchase, complete a purchase order form and send it to the Business Office for budget approval and processing.
How do I purchase on the Web?
Once it is determined that there are budgeted funds available (call the Business Office for assistance), obtain a Colleges’ purchase order number prior to ordering goods. 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.
Who do I contact for purchasing questions?
Contact Sandy Bosch at (315)781-3344 or bosch@hws.edu or Janette Brower at (315)781-3341 or brower@hws.edu.
How do I contact the Student Accounts Office?
Contact Ann Brink at (315) 781-3343 or brink@hws.edu or Carl Folwaczny at (315) 781-3386 or folwaczny@hws.edu.
Is there a tuition payment plan available?
A payment plan is available through AMS Tuition Pay program. New students and students that contracts in the prior year will receive information in the mail. If you need information contact the Student Accounts Office or AMS Tuition Pay directly at 1-866-TUITION (884-8466) or www.tuitionpay.com.
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 November 18 and the payment is due December 18.
Where do I get verification of enrollment?
Contact Linda Breese in the Registrar’s Office at (315)781-3650.
Where do I send my tuition payment?
There is a reply envelope enclosed with the bill that is addressed to P.O. Box 8000, Dept. 733, Buffalo, NY 14267. If you do not have the envelope, mail payment to Hobart & William Smith Colleges, Student Accounts Office, 337 Pulteney Street, Geneva, NY 14456.
