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Account & Loan Management |
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| 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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Q: What forms should I use to pay for memberships? |
| A. Use the Check 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. |
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Bids, RFPs, and Awards |
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| 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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| Q: Where is the Cash Office located? |
| A: Student Union I Building lower level. |
| Q: What are the Cash Office hours of operation? |
| A: The hours are: Monday - Friday 9 a.m. - 4:30 p.m. |
| Q: Can I make a credit card payment over the phone? |
| A: No, you must make credit card payments via Patriot Web. |
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| Q: How can departments buy desktop supplies? |
| A: Departments may choose to purchase supplies from any vendor, except writing utensils. Writing utensils must be purchased through VIB (Virginia Industries for the Blind) |
| Q: How do departments purchase writing utensils from VIB? |
A: Departments may purchase VIB writing utensils from the
Supply Room Company through the Purchasing Department. |
| 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
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| 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. |
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Equipment Inventory |
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| 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 |
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| 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 can I change my Internet Native Banner (INB) password? |
| A: If you know your INB password but would like to change it, you can use the form GUAPSWD. |
| Q: Where can I find information about resetting my Patriot Web PIN number? |
| A: http://www.gmu.edu/PatriotProject/resets/ |
| Q: What does the information in parentheses refer to on the Labor Distribution Report? |
| A: The information appearing next to the 'as of date' lists the payrolls that are included in the month to date column in the Labor Distribution report. Further details about FY2007 payroll schedules for both salary and wage employees can be found at the Budget Office website http://budget.gmu.edu/polproc.htm |
| Q: If I'm blocked from eVA, how can I reset my password? |
A: Login to: https://buys-www-02.buysense.com/login/index.jsp
Click on: Help! Forgot https://buys-www-02.buysense.com/login/resetPwd.jsp?prefmode=password_
lock_
Username/Account Blocked |
| 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 |
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| 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 Purchase Requisition or Check 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. The currency type (example: Euro, Yen, $US etc). Accounts Payable will submit international wires to General Accounting for payment processing.
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. |
| 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 |
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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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Student Accounts
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Hours of Operation and Location |
| Q. What are your hours of operation and where are you located? |
A. The Student Accounts Office is open Monday – Friday from 9:00 AM - 5:00 PM. We are located in Rm. 11 of the North Chesapeake Module. |
Balance, Billing and Payment Information |
| Q. What is my balance? |
| A. Balances may be verified via Patriot Web (https://patriotweb.gmu.edu). The Account Detail for Term page in the Student Accounts section provides semester charges, payments, and approved but pending future payments, such as Financial Aid or Third Party memos. |
| Q. Will I receive a bill for my classes? |
| A.
Paper bills are mailed approximately one month prior to the start of each semester. Reminder bills are not mailed for additional charges or schedule adjustments. Electronic bills are available for review in the Bill and Payment System. When these bills are created, an email is sent to the student’s Mason email account, and to any authorized users who are set up in the payment system. Failure to receive a reminder bill confirming your charges does not waive the requirement to make the payment prior to the due date. |
Q. How do I pay using my credit card? |
A. Payments using MasterCard, Visa and electronic checks (from personal checking accounts only) can be made using the Bill and Payment System up until 10:30 PM nightly on Patriot Web at https://patriotweb.gmu.edu. Patriot Web is also unavailable Sundays between 7:00 AM and 11:15 AM (U.S. Eastern Time Zone) for maintenance. |
Q. I want to pay in person, where should I go? |
A. In person payments are available at the Cash Office, 104 Student Union I, Monday through Friday from 9:00 AM - 4:30 PM. There is also a drop box (no cash payments accepted) outside the Cash Office. Payments may also be mailed to:
George Mason University
Cash Office, MS 2E1
4400 University Dr.
Fairfax, VA 22030-4444 |
Q. What payment plans are available? |
A. A monthly or two-payment installment plan is available, and details can be found on the Student Accounts Office website: http://studentaccounts.gmu.edu. |
Q. How will I know if my semester payment plan was received? |
A. Large volumes of payment plans are received, especially on the payment due date. Once the first payment has been made and verified, the contract information will be added to the account. To verify receipt, please check Patriot Web. When the contract is entered the $25 Semester Plan charge will appear on the Account Detail for Term page in the Student Accounts section. Please allow 24 hours for processing. During peak processing on payment due dates, late fees will not be assessed until the processing of all semester payment plans received is completed. |
| Refunds and Financial Aid |
| Q. Do I need to submit a refund request for Financial Aid? |
A. A refund request form is not needed for financial aid refunds. Overpayments from Financial Aid awards will automatically generate a refund check, which is mailed to the address on file with the University.
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Q. Can I use my Financial Aid to pay for my semester payment plan? |
A. When calculating your semester payment plan budget, your financial aid award is only factored in when you are determining your balance due to GMU. It may not be used as the down payment. |
Q. When will I receive my refund for account credits from non-Financial Aid sources, such as overpayments? |
A. After submitting a refund request form (available at http://studentaccounts.gmu.edu), your refund will be processed within 7-10 business days. For more information the refund policy is available for review at: http://studentaccounts.gmu.edu. |
Q. Can funds be transferred from my student account to the bookstore? |
A. Credit balances are not transferrable to the bookstore. Students can request a refund of the credit balance if they are not receiving Financial Aid, and the credit is due from an overpayment. |
Account Holds |
Q. Can you release library and/or parking holds? |
A. No, only the library and/or parking services can release their holds. We can only release student account holds. |
Tuition Liability Information |
Q. Where can I find the tuition liability dates for classes that meet for less than the entire semester? |
A. See http://registrar.gmu.edu regarding the liability information for non standard ‘part-of-term’ classes. |
Q. How does liability work? |
A. The Academic Calendar in the Schedule of Classes lists the dates for the last day to drop with a 33% penalty and 67% penalty. If you drop with a 33% penalty, you will be receiving back 67% of the funds you paid. If you drop with a 67% penalty, you will be receiving back 33% of the funds you paid. The amount will show as a credit balance on your account and you can request a refund by completing the refund request form at http://studentaccounts.gmu.edu. |
Domicile and In State Residency |
Q. My tuition shows that I am being charged the out-of-state rate but I should be in-state. How can this be adjusted? |
A. You must contact the Domicile office with questions regarding your domicile status. You may visit their website at http://registrar.gmu.edu/students/domicile/ or contact them at 703-993-2464. |
Late Schedule Adjustments |
Q. I have a late schedule adjustment that needs to be signed by the Student Accounts Office. What is the process? |
A. The late schedule adjustment form must be sent to our office in person or by fax. We will inform you of the pre-payment amount, which is required for all late schedule adjustments. Please keep in mind the amount of the pre-payment is an ESTIMATE. It will be your responsibility to ensure that all charges are paid by checking your account on Patriot Web after the class registration is complete. If additional fees are due, it is the student’s responsibility to make the payment or incur additional penalties. |
Enrollment over 16 credits (Undergraduate Students Only) |
Q. What is the rate if I am enrolled for more than 16 credits? |
A. If you are enrolled as a full time student with 12-16 credit hours, you are charged the same tuition rate. However, if you exceed 16 credits, the tuition for the extra credits is assessed at the rate per credit hour. The current rates are available at http://studentaccounts.gmu.edu. |
Third Party Billing |
| Q. What is Third Party billing? |
A. The Third Party billing office invoices military departments, international embassies, public /private sector organizations, and educational institutions for tuition charges and associated fees for students. Details are available at http://studentaccounts.gmu.edu under the Third Party billing section, regarding payment authorizations and financial guarantee letter requirements. |
Q. How does Third Party work? |
A. Students provide the agency approved documents to the Third Party office to defer their tuition while the Third Party office invoices their paying agencies. |
Q. What do you require? |
A. Students must provide the Third Party billing office with an approved payment authorization, financial guarantee letter, or training authorization form prior to the due date. |
| Q. What is the due date for Third Party? |
| A. The due date for accepting Third-Party Billing authorizations is posted in each term’s Schedule of Classes. However, your tuition and fee payment due date is based on your registration date. To avoid being charged late payment penalties, payment arrangements must be completed by your tuition payment due date. |
| Q. How do I know that you have processed my financial guarantee? |
| A. When your financial guarantee is processed, the deferred payment amount will appear as a memo credit on the Account Detail for Term page in the Student Accounts section of Patriot Web. If the full balance is being covered by the sponsoring agency, no balance due will show in the lower right hand column of the webpage. |
| Q. When do you invoice my agency? |
| A. We will invoice your agency after the add/drop date has passed. |
| Q. What happens if my agency does not submit payment? |
| A. If your agency does not cover the balance of your tuition payment after two (2) invoices have been sent, you will be responsible for payment. |
| Q. I have just checked my account on Patriot Web and my agency has not submitted payment. Do I need to be concerned? |
| A. If it is late in the semester, you should call us with questions regarding your agency payment status. If we do not receive payment from the agency, we will also attempt to contact you by letter and email to inform you that the agency has not fulfilled their obligation to make payment. At this time you will be responsible for payment. |
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Training
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| 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 References page for the E&G and Sponsored Projects Quick Reference guides. |
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