Frequently Asked Questions (FAQ's)
- Casual Labor- paying a non-GU employee
- Non-US Expense Voucher- paying a non-US, non-GU employee
- Mileage Rates
- Petty Cash
- Sales Tax (updated Oct 07)
- Wire Transfers
- Reporting of Personal Expenses
Budgeting and Reporting
- On-Line CSRs
- People Soft
- Plant Funds
- Internal Audit
- Record Retention
- On-Line Variance Reporting Tool
- What supporting documentation is required when reconciling expenses?
- What is included in ProCard Reconciliation?
About this Website
Non-GU employees may be paid up to five times within the same calendar year with casual labor forms. See the form for more instructions. This form should not be used for non-GU faculty teaching a GU course - they should be hired for the duration of the course and paid via a lump sum form.
An individual who has not been on the GU payroll during the current calendar year and who is not a US citizen should be paid by a Non-US Expense Voucher. This form can be ordered from Mailing Services. (Lawrence Smith, 12/10/03)
Hotel and catering "service" taxes are not considered sales tax.
The University's DC sales tax exemption now extends to restaurant meals and catering services. In order to have these exempted from DC sales tax, the individual must present a valid GU DC Sales and Use Tax Exemption Certificate, the purpose of the event must be GU related, and the payment must be made with GU funds (University Check, GU AmEx Card, GU ProCard (for non-restricted commodities)). Vendors have the right to refuse to accept the GU DC Sales and Use Tax Exemption Certificate, but let the Tax Office know if this happens. (John Kotwicki and Lawrence Smith, 10/19/07) (states and jurisdictions where GU currently has sales tax exemptions)
Please note that in Virginia, the tax exemption is not applicable to the purchase of taxable services, such as meals or lodging.
Please see the Payroll site for the current mileage reimbursement amount.
Petty cash disbursement is regulated by GAO and handled through Accounts Payable. According to GAO, they do not require a specific type of safe for petty cash, however, it must be kept in a lockable safe or box to which the custodian and department head have keys. (Ellen Coronado, 4/21/03)
These pages are best viewed with Internet Explorer or Mozilla Firefox. You may be using an older browser, which distorts the layout. You may also need to adjust the text size to 100% in the View option of your Browser. (MCFO, revised 1/27/06)
Download the access request form, complete it following the instructions that are included and have it signed by your SBM. Forward it to Barbara Barrett in FMS (GAO) at 2121 Wisconsin Ave, 4th floor. (MCFO, 1/30/04)
Yes, you can. Download the access request form and have it signed by your SBM. Your SBM will determine if you can have read-only (reporting) rights or write access (uploading), as well. Once your access has been set up, you will need to contact UIS to install PS on your workstation. As of February 2005, People Soft does run under Windows XP in addition to earlier Windows versions. (MCFO, 02/14/05)
No, because security is an operating expense. (Annemieke Martinez, 10/29/02)
Stipends go to class code 9502-Director and are mapped to account code 70140. When paying a stipend via a lump sum form, the lump sum class code should be 9502 and the reason code should be Administrative Stipend. (MCFO, 11/6/03)
Please refer to the University's Record Retention Policy.
Personal expenses are expenses that do not have an official University business purpose (e.g., commuting to and from one's home during the period of employment). Payment or reimbursement of them should only occur when and to the extent it is authorized by contract. The University's payment of personal expenses is considered income to the employee and must be reported as compensation to the employee with the applicable taxes withheld. Contact Claudette Richardson in Payroll for the reporting procedures. ("Reporting of Personal Expenses" memo from John Kotwicki, 8/2/06)
Log in to the web site using your GU netID and password. If you are not currently established as a budget, department or cost center manager in the BAO file, contact your SBM who should then request access via the MCFO. (monthly variance reporting presentation)