Account & Loan Management
Q: Who should I contact regarding repayment of my Perkins Loan?
A: Call 1-800-458-4492.
Q: What happens if I default on my loan?
A: Your account will be sent to a collection agency.
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Accounts Payable
Q: How often are checks issued?
A: Checks are processed twice a week: Monday for mailing on Tuesday and Thursday for mailing on Friday.
Q: What is the deadline to submit payment requests?
A: Payment requests must be submitted to Accounts Payable at least 2 weeks prior to the deadline. For example, any payment request that is received in Accounts Payable by Friday afternoon will be paid the second Thursday after.
Q:What forms should I use to pay for postage stamps?
A: Use the Payment Request Form on the Forms page.
Q: We are having an event with refreshments, what guidelines should I follow?
A: Refer to the Food & Beverage Policy on the Policy page.
Q: I need to reimburse an individual for supplies. What form should I use?
A: If the total reimbursement is less than $2,000, complete a check request and attach the original receipts. If it is $2,000 or more, complete a purchase requisition, attach the receipt and send to Purchasing for review. If you need help with the Payment Request form, go to the Payment Request Instructions on the Forms page.
Q: Can I use copies of receipts for reimbursements?
A: No. Only original receipts are accepted for reimbursements. The State requires an actual, original, itemized, detail receipt. A credit card statement alond does not show item purchased but does show that payment was made.
Q: Can I approve a request for reimbursement when I am a PI on a grant?
A: The approval signature cannot be that of the person to be reimbursed. The approval signature must always be the direct supervisor or a higher authority.
Q: I was asked to obtain a Form W-9 for a new domestic vendor. Why?
A: The Form W-9 is required for all new vendors and for those vendors for whom we do not have the form on file. The university is required to report certain payments to the Internal Revenue Service (IRS); the W-9 includes the information needed to comply with IRS regulations. Proper name, address and tax identification number submitted by the vendor ensure that we have the most accurate data in our database.
Q: How can I find out the payment status on approved invoices which have been sent to AP for processing.
A: Send and email with your request to the AP general mailbox at acctpay@gmu.edu. Please provide the following: exact vendor name, invoice number, invoice amount, FOAPAL (if available).
Q: How can I request a stop payment or void check?
A: Complete a stop payment request and fax to 3-2589.
Q: My budget report reflects a charge for an invoice I am not familiar with, or believe may have been miscoded. How do I handle this?
A: Email the AP general mailbox at acctpay@gmu.edu to request a copy of the invoice. Please provide: vendor name, G number (if available), Voucher (document) number, total amount. If it is determined that an invoice is miscoded, Accounts Payable can complete a journal voucher to move the amount.
Q: How do I pay a Foreign Vendor by International Wire?
A: Requests for International wire payments must go through the same process as other vendor payments. A request must be submitted to Purchasing and Accounts Payable with all the relevant billing information, departmental coding, authorizing signatures etc. Write in the description in large lettering to "please pay by International Wire transfer" and include the necessary banking information for the vendor you wish to pay. At a minimum we will need:
1. Bank name and address
2. Account name
3. Account Number
4. SWIFT code (if the vendor does not know this we can try to locate it for you)
5. IBAN number (only if payment is being made to a member of the EU or European Union).
6. The currency type (example: Euro, Yen, $US etc).
Please be aware that some International Wires may be difficult or impossible to process and track. Some countries have a more stable banking system and currency than others. Foreign Intermediaries are often used (between our bank and the vendor's bank) with an additional fee of $20 that must be added to the wire amount. International wires are paid from a local GMU account (non-state funds), which is then reimbursed by charging the departmental fund/organization. Your budget status report will show the payment made payable to "George Mason University" and not the vendor.
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Bids, RFPs, and Awards
Q: How do I find out about bids, rfps, and awards?
A: Refer to the eVA page at: http://www.eva.state.va.us/
Q: Who should I contact about bids?
A: Contact the buyer of record, or Jim Russell at jrussell@gmu.edu
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Central Receiving
Q: How can departments buy desktop supplies?
A: Departments must purchase all office supplies from The Supply Room Companies.
Q: What are the procedures for having surplus property picked up?
A: Complete and fax to Central Receiving (993-2576) a Equipment Surplus form.
Q: Where can departments view usable surplus equipment and furniture?
A: Central Receiving has an area in the warehouse where
surplus items in good condition are staged for viewing. Please contact Bill Bowler at 993-2579 for additional information and to set-up an appointment.
Q: How do I obtain GMU catalogs?
A: Please fax a request to Media Relations at 993-8784 for all catalog requests.
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Controller's Office
Q: We are planning a conference, how do I get started from a fiscal perspective?
A: We recommend that you work with Events Management to plan and manage your conference. Call 993-2853 for information about conference support.
Q: Can I deposit revenue in a GMU Foundation account?
A: No, GMUF accounts are restricted for gifts. Revenue should be deposited in University funds or organizations. If you think you will have funds to carryover beyond the fiscal year, you may need a self-supported carryover fund. Use the New Organization/Fund Request form to request a self-supported carryover fund. |
Equipment Inventory
Q: Our department had a theft and a piece of equipment was stolen, what do we need to provide to the General Accounting department?
A: After obtaining a police report number from campus police you will need to complete the Equipment Loss Form. Be sure to include the police report number and to also contact Joyce French in the Risk Management office at 703-993-2599. Fax the completed form to 703-993-2920.
Q: My department received a new piece of equipment that was sent directly to our department and needs a barcode. How do we get a barcode?
A: Complete a request for Tagging a New Piece of Equipment form. The Equipment Inventory Team of General Accounting can meet with you to barcode the equipment, or we can send barcodes to you through interoffice mail.
Q: My department had a defective piece of equipment that will be replaced by the vendor. What do we need to do in order to inform General Accounting of the exchange?
A: The preferred way to handle this situation is to send a request for Tagging a New Piece of Equipment form, copies of documentation showing that the item was returned and replaced by the vendor, and a note clearly explaining which item was returned to the vendor and which item was replaced. If the new item was shipped to Central Receiving and got a barcode, please just send a note and the documentation showing the item was exchanged so we can update the database. |
Finance Administrative Systems Team
Q: Who should I contact for Banner access to the Finance systems?
A: To set up or modify your access to Banner Finance Self Service or e~Print:
• Log in to Patriot Web at: https://patriotweb.gmu.edu
• Select Employee Services
• Select Request Access to Banner Products
• Read Procedure for Requesting, Changing, or Removing Access to Banner Products
• For new users: submit the Banner Administrative Systems Account Request form
• For modification to existing accounts: submit the Finance Self Service and e~Print Account Modification Request form
Once the completed forms are received in FAST, security requests will be completed within 24 hours.
Q: How current is the data in the Finance Data Mart (DMFP) in Discoverer?
A: The data in the Finance Data Mart (DMFP) is refreshed twice per day at noon and midnight. If your password has changed it will be updated with the next scheduled refresh. Log on to http://discoverer.gmu.edu/ to see the current Finance Data Mart refresh status.
Q: If I'm blocked from eVA, how can I reset my password?
A: Go to http://www.eva.virginia.gov/ and click on password problems? under Buyer Login.
Enter your eVA user name and email address (include@gmu.edu) in the appropriate fields and select Submit. A new randomly generated temporary password will be emailed to you at the address you entered. You will be prompted to change this password as soon as you access the ADVANTAGE Procurement Portal.
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General Accounting
Q: If a check I made payable to George Mason University is returned "unpaid" who do I see about repayment and returned check fees?
A: Although General Accounting receives returned checks from the bank, the individual department that deposited the original check handles the repayment and returned check fees. For example: If the check was for a tuition payment then contact Student Accounts; if it was for a Fairfax Pool Membership you should contact the Fairfax Aquatic and Fitness center.
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Purchasing
Q: Where can I find out about making purchases less than $2,000?
A: Refer to the Purchasing Made Easy manual on the Procedures page.
Q: I need consulting services, is there any information that I need to complete?
A: Refer to the Instructions for Consulting Services page.
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Training
Q: How do I sign up for Banner Finance Self Service training?
A: Refer to the Training page for registration and course descriptions.
Q: Where can I find quick reference materials on using Banner Finance Self Service?
A: Refer to the Training manuals page for the E&G and Sponsored Projects Quick Reference guides. |
