FAQs

Controller's Office Frequently Asked Questions

Please click on one of the department names belowto view a list of Frequently Asked Questions relating to that department.

 

Frequently Asked Questions on Travel:

Q: I used my personal car to attend a business meeting. How do I get reimbursed?
Complete a Travel Expense Report form and you will be reimbursed the standard mileage rate, currently at $.565 per mile.
 
Q: How do I get reimbursed for payments made for airline tickets and hotel deposits for future business travel plans?
You may request a travel advance using the Travel Advance form and then put these expenses on your expense report once the travel is complete.
 
Q: My position requires a lot of in-state travel using my own vehicle. Do I need to use a Travel Report form if my only expense is for mileage?
All travel including non-overnight travel needs to be done on the Travel Expense Report form.
 
Q: When I use my vehicle for business travel, I pay for turnpike tolls on my E-Z pass, and I do not get a receipt as such. Can I get reimbursed anyway, without individual receipts?
Travel expenses under $15 do not require a receipt, but they should still be listed on the report. If you paid more than $15 in tolls on one particular day, please explain why there are no receipts for that larger amount.
 
Q: While I was away at a conference, I had a lunch meeting with my research collaborator to discuss our research project. How do I expense this?
Since reimbursable expenses need to be business related, you must include the names of your guest(s), professional affiliation, and purpose of the meal meeting. You can write these on the front of the Travel Report in the space provided.
 
Q: I had difficulty getting taxi receipts while I was in Mexico. How can I get reimbursed?
If original receipts are not available, proof of payment and an itemization of the charges must be provided before reimbursement will be made. If you paid in cash, please indicate this on the Missing Receipt Affidavit Form. If your expense was charged on a credit card, please provide a copy of your statement showing the charges.
 
Q: I went to a conference and did not get a receipt for the registration fee. What do I need to do to get reimbursed?
Submit a completed Missing Receipt form with your Travel report and be sure to attach a copy of the credit card state, or front and back of your canceled check, to show proof of payment.
 
Q: When I booked my hotel on Expedia.com, and the hotel would not provide me with a receipt. How can I get reimbursed without a receipt?
You should have a print out from Expedia.com at the time of the booking that details your charges. If you did not print one out, you must complete the Missing Receipt form with attached copy of your credit card statement showing the charge.
 
Q: I forgot to save my boarding passes. How do I get reimbursed?
In lieu of the boarding pass, you must provide some documentation of your flight i.e. an itinerary or have other substantiating expenses listed on your report and an attached Missing Receipt affidavit. If you do not have an original receipt for your tickets, you must show some proof of payment by including a copy of your credit card statement.
 
Q: I will be traveling outside the U.S. for two weeks while working on my research project. How do I get reimbursed?
For faculty long term travel, requests for reimbursement should be made on a Faculty Long Term Research Expense report. This form does not apply to foreign travel for conferences.
 

 

Accounts Payable Frequently Asked Questions

Q: If I sent in five requests for payments or invoices on the same day, why were they not processed at the same time?
Requests for payments are reviewed and processed based upon payment due dates which will vary with each request. Delays may be caused by the need for additional or corrected information for certain requests.
 
Q: Why is address a required field on the check request?
Multiple addresses are stored in the Banner system. We need to have the address so that the payment is sent to the correct place.
 
Q: Why is a New Vendor form required for every new vendor?
The IRS Rules require that we file a Form 1099-Misc Statement for some recipients of miscellaneous income. The New Vendor form helps us determine if a 1099-Misc from needs to be sent to the vendor at year end.
 
Q: How long does it take to process a check request?
During peak periods it can take up to 7 to 10 business days to process the request.
 
Q: How do I get a rush check?
Please call Dotti Koulalis to request a rush check. If the request is for a new vendor we must have the New Vendor form before we cut the check. This could add a day to the process. Please see Rush Check policy for more details.
 
Q: Why do we need to submit an itemized receipt for meals along with the credit card receipt?
The itemized receipt will list beverages. Alcohol charges must be identified and
coded to a/c 7848.
 
Q: How do I get reimbursed for out-of-pocket expenses?
A reimbursement for $50.00 or less can be turned in at the Cashiers window for the cash. The Check Request must have original receipts, a complete FOAPAL, and an authorized signature. We can reimburse up to $50.00 per day per person (check "open" hours for Cashier's Window). For reimbursements greater than $50.00, submit a completed Check Request filling in all the necessary information (the form on-line indicates this information in RED), attached original receipts, complete the FOAPAL to be charged and approved by an authorized signer.
 
Q: Why is it necessary to submit original receipts?
Original receipts are necessary to avoid double payment.
 
Q: Is a New Vendor form needed for every entity that is not on the system?
Even when we are paying the vendor only one time, it is necessary to have their documentation in our vendor file. When the College Pro-Card is used a new vendor form is NOT needed.
 
Q: How do I know if a vendor is on the system?
The BANNER form you want to check is FAIVNDH. Search in the vendor ID for the entity. Remember businesses use the entire name in the space for the last name. Individuals are searched with last, first and middle names. The Budget Office Web page has instruction on how to search a vendor.
 
Q: How do I get reimbursed for Conferences I attended and paid admission?
Complete a Check Request Form filling in all the necessary information (the on-line form indicates this in RED) attached original receipts, complete the FOAPAL (accounting codes) to be charged and approved by an authorized signer. A reimbursement for $50.00 or less can be turned in at the Cashiers window for the cash.
 
Q: How do I get reimbursed for Airline tickets I purchased?
If you want to be reimbursed for airfare before the trip you will need to complete a Request for Advance Form attached original receipts, complete the FOAPAL (accounting codes) to be charged and approved by an authorized signer. You will also need to sign the form indicating that you will complete and submit a Travel Expense form within 60 Days of the completed trip.
 
Q: Can I use a Check Request along with an Invoice?
This is not necessary. All you need to do is put your FOAPAL (accounting codes) on the invoice and get an authorized signer to approve the expenditure.
 
Q: How do I handle Vendor Credits?
A credit memo is handled as an Invoice. All you need to do is put your FOAPAL on the credit memo and get an authorized signer to approve the expenditure.
 
Q: Why is it necessary to complete the Authorized Signature every year when there are no changes in the department?
The College must have proper internal controls over financial transactions. Annual updates of authorized signers are an excellent form of internal control.
 
Q: Why is a separate Authorized Signature form necessary for each of my Orgs/Funds/Grants?
Individual forms are necessary because the organization and processing of this form is sorted by org number.
 
Q: Who is the Primary Authorized Official on the Authorized Signature form?
The Primary Authorized Official is considered by the Budget Office to be the financial manager ultimately responsible for ensuring that all financial transactions do not exceed the authorized budget.
 

 

   Payroll Frequently Asked Questions -
Faculty and Staff

Q: When are weekly timesheets due?
Department weekly timesheets are due by noon on Mondays except holidays when they are due on Tuesday by noon. They can be faxed or mailed, but not both. Any corrections must be written (fax ok); not verbal, not phoned in, nor by email.
 
Q: How do you fill out the weekly timesheet and/or monthly payroll roster?
Come to the Payroll Office, Green Hall 150, for training.
 
Q: I have a new hire. How do I get them on payroll?
The individual must first go to the Human Resources Department, and must have completed an I-9 and a W-4 in the Human Resources Department, not the payroll office.
 
Q: My new hire is not on the timesheet. What should I do?
Write in the name with the college I.D. number if you know it. Contact Human Resources.
 
Q: How does the pay period relate to the check date?
Weekly are paid on the Friday check date for the prior week' work;
monthly are paid on the next to the last business day of the month; and
student checks are issued twice each month, not every two weeks.
 
Q: How do I sign up for direct deposit?
There are forms available in the Payroll Office, Human Resources, and the Dean's Office. Once the form is filled out and received in the Payroll Office, the direct deposit will take effect after one pay cycle. You will receive a paycheck until it has become activated. (When your pay stub says "this is not a valid check", then you know your direct deposit has been activated.) If you have direct deposit, it is very important to advise the Payroll Office of any change in the account, for example, changes in the account number or closing of the account.
 
Q: How do I change the mailing address on my paycheck?
To change the address printed on your paycheck, contact Human Resources. Generally speaking, weekly and monthly regular employee checks are sent to the department. For casual wage employees, checks are normally sent to the home address. Student paychecks, during the academic year, are sent to the dormitory.
 
Q: I am an academic year employee. I do not work during the summer. What happens to my health and dental deductions?
You are double deducted upon your return in the Fall until your account is up to date.
 
Q: Why do my year-to-date earnings on my last pay stub of the year not agree with my W-2 totals?

The year-to-date figures on your pay stub are based on actual earnings, while your W-2 totals are based on taxable income after deductions of tax shelters. Examples of tax shelters may be: SRA's, or Health or Dental insurance.


 

Payroll Frequently Asked Questions - Students

(Also See Student Payroll Inquiries)
 
Q: How often do I get paid and when do I get paid?
Students are paid bi-weekly (every other week). Paychecks are dated for Fridays. Please refer to the student payroll calendar for the list of check dates.
 
Q: When are timesheets due?
The deadline for students to submit their timesheets is listed on the student payroll calendar. However, your supervisor may set an earlier due date for you to submit your hours to allow time to review and approve timesheets.
 
Q: When can I enter my hours on my timesheet?
You can enter hours as soon as you have worked them. You do not need to wait until the pay period end date to enter your hours. But you must submit your timesheet at the end of each pay period before the due date or date determined by your supervisor.
 
Q: Who is responsible for ensuring that I get paid?
Students are ultimately responsible for getting paid for hours worked. You are responsible for entering your hours on the web. You can view your timesheet on the web to see if your supervisor has approved your time. If your supervisor has not approved your time, you are responsible for notifying your supervisor that you have an outstanding timesheet that requires approval before the payroll deadline.
 
Q: My supervisor approved my timesheet after the deadline. Will it be brought forward automatically to the next pay period?
No. You will need to re-enter your hours for unpaid time onto the current timesheet. Please use the "Retroactive" field on the timesheet and indicate the dates under "Comments."
 
Q: I forgot to enter hours from last pay period. What should I do?
You may enter hours only on the current timesheets. You need to enter those hours worked onto the current pay period. Please use the "Retroactive" field and indicate the dates worked in the "Comments" field.
 
Q: If I did not submit my timesheet in time, will you issue a separate check for these hours?
Student payroll is processed as a group during a specified time period. No check can be processed outside of this timeframe. It is your responsibility to ensure that your timesheet is entered and approved on time. If you did not submit your hours on time, you must include them in the next pay period under the Retroactive hours owed on a Saturday or Sunday of your timesheet with a Comment that lets your supervisor know the day(s) of your retro hours.
 
Q: If I’m leaving campus can I get paid early?
Student payroll is processed as a group during a specified time period. No check can be processed before this timeframe.
 
Q: How are checks issued? Can I have my check sent to my bank at home?
Students are required to sign up for direct deposit. Your check is deposited in your bank account on the appropriate check date. Your check can be deposited to any bank in the United States.
 
Q: Do I get a separate check for each campus job?
No, only one paycheck is issued for each pay period. If you work more than one job (either on campus or off-campus) during a single pay period you will receive one paycheck reflecting your combined earnings.

Q: I’m on work-study, do I still pay taxes?
All students are exempt from paying Social Security (FIO) and Medicare (FIM) taxes during the school year. However, students are not exempt from paying federal and state taxes. Please refer to http://www.irs.ustreas.gov/individuals/students/index.html for information regarding student related tax issues.
 
Q: I’m a foreign national, do I have to pay taxes?
All foreign national employees are required to meet with the Manager of Accounts Payable to determine if your country has a tax treaty with the US. In some instances your tax treaty may exempt from paying taxes. Please refer to http://www.irs.gov/Individuals/International-Taxpayers/Tax-Treaties
 
Q: What should I claim for tax exemption?
The majority of student claim single status with either zero or one exemption. Please refer to
http://www.irs.ustreas.gov/individuals/students/index.html for information regarding student related tax issues.
 
Q: Can I get an advance on my paycheck?
We do not offer advances on paychecks. If you have a financial emergency you can contact the Student Aid Society and apply for a small loan.

 

   Payroll Frequently Asked Questions -
Banner Web Entry

Q: What should I do if I forget Domain Password?
Your domain username and password are what you use when you sign into MyWellesley, Sakai, Clean Access and classroom computers. If you don't know your domain username and password, please contact the Help Desk at x7777 (students) and x3333 (faculty and staff).
 
Q: What should I do if I do not have a PIN?
Please contact the Help Desk at x7777 (students) and x3333 (faculty and staff).
 
Q: When should I enter hours on my timesheet?
You can enter your hours as they are worked. However, please do not submit your timesheet until all hours for that pay period has been entered.
 
Q: I submitted my timesheet by mistake; how can I correct the hours?
Once your hours have been submitted in the system, you can no longer access the timesheet for any corrections. However, your supervisor may access your timesheet so please contact your supervisor to correct your timesheet.
 
Q: I’m a supervisor ready to approve the timesheets but don’t see any waiting for my approval?
Please double check to make sure that you have the correct pay period….this is the most common reason. If the pay period is correct, then this means that none of your employees have submitted or started their timesheets.
 
Q: How will I know when the timesheets are due?
Weekly timesheets are typically due on the Monday at noon following the pay period end date. Monthly timesheets are due at noon 5 business days prior to the check date. Please check the calendar due dates. You may also sign up to receive email reminders of due dates for certain payrolls.
 
Q: My employee has not started his/her timesheet on the web and he/she is out sick on the day that the timesheet is due. What should I do?
For Faculty and Staff only: Submit a manual timesheet and fax it to Payroll at 781-283-3713. Please go to the Forms page to download a copy of the appropriate manual timesheet.
 
Q: My employee has not submitted his/her timesheet on the web and he/she is out sick on the day that the timesheet is due. What should I do?
Immediately after the due date time, go into the timesheet of the employee and you should see a submit button. Submit the timesheet on behalf of your employee and then, as the supervisor, you can adjust the hours as necessary.
 
Q: How do I adjust for sick time on the last day of the month when I have already submitted by timesheet for that month?
Sick time adjustments for a prior pay period should be submitted the following month. Simply enter the exception time on a Saturday or Sunday and put in a comment with the details of the adjustment.
 
Q: I’m going on vacation next week. How can I submit my time when I’m not here?
Timesheets are available for 2 weeks into the future. Simply select the correct pay period and enter your vacation hours. Don’t forget to submit it.
 
Q: How do I access the timesheet as a proxy?
After you have logged in, you will see a field titled “Act as Proxy”. On the drop down window, select the person that you are acting as proxy for.

 

Cashier Frequently Asked Questions

Q: Can I get reimbursement for departmental expenses at the Cashier’s window?
Petty cash is reimbursed at the Cashier’s window for expenses up to $50. Note: Original Receipts and proper authorization are required.
 
Q: Can I make a deposit after hours?
You can make a deposit after hours through the depository box to the right of the
Cashier’s Window.
 
Q: Can I pick up a check at the Controller’s Office?
Checks can be arranged to be picked up at the Cashier’s Window when arranged with Supervisor of Accounts Payable, Dottie Koulalis.
 
Q: When is the Cashier's window open?
The hours that the Cashier's window is open vary depending on the month.
View Cashier's Window schedule.
 

 

General Accounting Frequently Asked Questions

Q: Do I still submit a hard copy of my journal entry to the Controller’s Office?
It is no longer necessary to submit a hard copy of the entry to the Controller’s office
 
Q: How do I key in Program Code 000 in the Journal Entry Template?
You must insert an apostrophe before the numbers 000 in the Journal Entry Template.
 
Q: Can I continue to send in a hard copy journal entry for posting.
The electronic format is required for processing. Hard copies and the old forms will no longer be accepted forms for the processing journal entries.
 
Q: Who is authorized to submit a journal entry?
Only individuals that have signing authority over the org are permitted to post journal entries.
 
Q: What is a debit, credit?
A debit transaction represents an increase to expenses or a decrease to revenue. A credit transaction represents a decrease to expenses or an increase to revenue.
 
Q: When can I review my departmental budget reports for the month?
Generally, a notice of month closing will be posted close to the 10th business day of the month for the closing of the prior month. Closing notices will be posted on the Faculty/Staff Conference and emailed to individuals on the Controller's Office mail list . Note that July and August closings are typically delayed due to year end closing procedures.
 
Q: When can I review my departmental budget reports for the year?
Final reports for the year will be accessible as soon as the external auditors perform their review and final statements have been prepared. The Controller’s office will post notices on the First Class Faculty/Staff Conference when the year has been closed and the new fiscal year is open for transactions.
 
Q: What is my username for the Banner Finance Access Form?
You are assigned a user name when you are set up in Banner. If you are unaware of this username, leave this item blank on the form.
 
Q: Why do I have to include the program code in the journal entries and window transactions?
We are asking departments to include full FOAPAL in all transactions with the Controller’s office now due to data entry improvements that have been implemented in our office. Currently, transactions from several departments are uploaded to Banner simultaneously instead of the manual input in the past.
 
Q: How do I know what FOAPAL to use?
An easy way to find the FOAPAL for a transaction is to access the Banner Form FWIBDST. If you input the org code, Banner will automatically fill in corresponding fund and program codes. Double click on a code field for a full listing of codes. Alternatively, your department might have a listing of frequently used account numbers.

 

Endowment Frequently Asked Questions

Q: How much is my endowment worth?
The market value of a particular fund can be determined by taking the number of shares the fund “owns” and multiplying b y the market value per share. If you have access to Banner you can get this information off of Banner form FNIEBAL Once you put in the fiscal year and fund number, this process will pull up this information (the market value per share, number of shares owned, the market value, and the book value).
 
Q: How much income will my fund earn this fiscal year?
The amount of income available to be spent in the fiscal year is determined by taking the number of shares the fund “owns” and multiplying by the distribution rate per share. In fiscal year 2004 that rate was $26.16 per share. If the fund “owns” 100 shares at 7/1/03 then the income earned for FY-04 would be $2,616. The income is posted to the income fund (the 3XXXX fund) in twelve postings. In FY-04 there should be 12 postings of $218.00 for the fiscal year. Additional gifts will result in increased income.
 
Q: What is the difference between an endowed fund and a grant?
An endowed fund is usually given to the College with the intent that it is a permanent fund for the support of the College usually with a specific intent such as scholarship, prize, professorship, etc. and the principal (gift amount) will be invested in perpertuity and income earned form this investment will be used for the purpose place on the principal amount by the donor. In other words a donor my give the College a $1,000,000.00 with the intent that the income earned will go to support Financial Aid.
 
A grant usually requires a deliverable, financial reports, a time period to be completed by, has a budget and the funds are usually used up by the end of the grant or the balance should be returned to the grantor.
 
Q: How much do I have to spend today in my fund?
If you have access to Banner, you can access this information on form FGITBAL. Once you put in the fiscal year and fund number, this process will pull up this information. Account 1001 will give you today’s number. If the number in the current balance column is followed by a D in the DC column, there is available funds that can be spent.

Q: If I receive a check from a donor, where should I sent it?
It should go to Donor Relations Development Services (DR/DS) to be processed by them. All checks that go to DR/DS are receipted by way of a designation code and the information that is contained on in this form includes the donor name, class year, amount of the gift , the gift date, and what fund this money is being receipted to.
 
Q: What happens if I don't spend all of my income or gift during the fiscal year?
The funds from restricted gift or spending funds get carried over each year. You can see the balance in the fund by going into Banner under FGITBAL.

 

Frequently Asked Questions on Sponsored Programs

Q: How will I know if a proposal has been awarded, and how can I begin charging to that award?
All proposals should be submitted through a pre-award office or contact. Faculty proposals should be submitted through Kevin Chamness and the Office of Sponsored Research. Women's Center grants should be submitted through Kris Monahan and the Pre-Award office at the Wellesley Centers for Women. Proposals for the Dean's Office should be submitted through MaryPat Navins and/or Lori Friedman of the Dean's Office. Once an award has been made, the pre-award contact will notify you of the pending award. Once we have all of the necessary documents needed to set the award up in the system, you will be notified by the Controller's Office or the Accounting Manager at the Women's Center that your award is set up in the financial system and available to be charged. The FOAPAL number, start and end dates, reporting responsibilities, budgets, and other pertinent information will be forwarded to you with this notification. Information regarding Banner User Access, FOAPAL Access, and Fund Authorization will be included as well. It is the responsibility of the Principal Investigator to review these documents and understand the deliverables and deadlines involved, the maximum amounts that can be charged to the fund, and to submit all forms for access and authorization privileges.
 
Q: What are Indirect Costs?
Indirect Costs, Overhead, or Facilities and Administrative (F&A) Costs (the official term) are costs that are incurred in conducting or supporting research or other externally-funded activities that cannot be directly attributed or efficiently charged as direct costs to a specific sponsored project. General categories of these types of expenses are general administration costs (i.e. accounting, payroll, purchasing), sponsored project administration costs, utility costs, depreciation, building maintenance, etc. The amount of indirect costs charged to an award is based on a rate that normally reflects Wellesley College's current negotiated and federally approved rate. This rate is periodically renegotiated with the Department of Health and Human Services and is applied to a specific pool of costs known as the indirect cost base to arrive at the indirect costs charged on a grant fund.
 
Q: What is our current Indirect Cost Rate?
Our current federally negotiated and approved Indirect Cost Rate for on-campus awards is 79% of Salaries and Wages. Our off-campus rate is 17.60% of Salaries and Wages. Please note that these rates are our federal rates and do not necessarily apply to all grant funds. Please contact the Controller's Office if you have a question as to what the rate on a specific grant is.
 
Q: How long is the Indirect Cost Rate active?
Our current Indirect Cost rate agreement is a 3-year agreement and is scheduled to end June 30, 2013. We are required to submit a new proposal by December 31, 2012.

 

Contact Us

Controller
 

Mailing address:
Wellesley College
Controller's Office
106 Central St., GRH139
Wellesley, MA 02481-8203

Main Telephone:
781.283.2468

 

Main Office Fax:
781.283.3710

Payroll Fax:
781.283.3713

AVP for Finance and Controller
781.283.2247
 
Senior Accountant
781.283.2461
 
Accounting Specialist
781.283.2488
 
Sr. Cashiering/Payroll Specialist
781.283.2265
 
Accounts Payable Manager
781.283.2469
 
Associate Controller
781. 283.2250