Resources for... William & Mary
William & Mary W&M menu close William & Mary

Fiscal Administration 

W&M Finance

Payroll is responsible for processing salary and wage payments for all William & Mary (W&M) and Virginia Institute of Marine Science (VIMS) employees (referred to collectively as W&M), ensuring that payroll taxes are reported and deposited in a manner consistent with state and federal policies and procedures. Go to their site with questions regarding:

  • Approving Employee Timesheets
  • Manual Timesheets & Manual Payroll Checks
  • Non-Resident Aliens (NRA)
  • Out of State Hiring
  • Payroll Forms & Instructions
  • Payroll Training
Accounts Payable

Accounts Payable is responsible for ensuring that vendors supplying goods and services to William & Mary are paid in a manner consistent with the Commonwealth of Virginia's Accounting Policies and Procedures, which includes ensuring compliance with the Prompt Payment Act as well as the university's Internal Control Policy. Go to their site for questions related to:

  • Accounts Payable Policies
  • Bank Wire Transfer Request Instructions
  • Misplaced Original Receipt Certified Declaration
  • Student Scholarship Letter
  • Foreign Source Statement & Foreign Draft
  • Honoraria, Awards & Prizes
  • Advertisements
  • Human Subject Payments & Human Subject Research
  • Direct Payments by Cash & Gift Cards
  • Student Payments
  • Reimbursements
  • Non-Resident Alien (NRA) Payments & NRA letters
  • Payroll Foreign National Website
  • Direct Deposits & Bank Checks
  • Stop Payment Request Form

The Cashiering department is responsible for receipting and depositing funds for the university and VIMS in a manner consistent with the guidelines established by the State Treasurer's Office and the Code of Virginia.

  • Petty Cash Policy
  • Disbursements
  • Deposit & Cash Receipting Procedures
  • Petty Cash Balance Sheet Form
Data Control
Data Control - The Data Control department is responsible for ensuring that all accounting records are properly documented and accurately recorded within the university's Banner Finance System.
  • Journal Voucher- The Electronic-Journal Voucher is used to make revenue and/or expenditure transfers, corrections or adjusting entries.
  • Labor Redistribution Form – This form is used to adjust previous payroll postings.
  • FUPLOAD – Electronic Version of Journal Voucher for multiple entries.

The William & Mary Foundation’s defining and essential mission is to support the university’s people and programs. By seeking private support, and then diligently managing those funds, the W&M Foundation advances and furthers the work of William & Mary’s students and faculty — providing vital resources for scholarships, professorships, research and program funding.

Higher Education Equipment Trust Fund

Higher Education Equipment Trust Fund: replacing obsolete equipment is the primary focus for the ETF. Since 1996, the ETF has been used to accomplish the following goals across the state:

  • Significantly reduce the amount of obsolete technology and equipment
  • Provide every student with access to an appropriate level of information and technology
  • Establish a statewide network that supports and encourages sharing and cooperation
  • Provide every faculty member with appropriate equipment and training to use technology in support of teaching and learning
  • Support faculty in the introduction of new ways of instruction and learning, provide courses customized to student needs, and take advantage of distance-learning opportunities
  • Install high quality, easy-access, network-deliverable student support services, such as transcripts, grades, class scheduling, and account balance and payment information
  • Install management information systems that are flexible and directly accessible to users to help support administrative restructuring and cost-containment
  • Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and Their Vendors [pdf]

Office of Sponsored Programs (OSP)

OSP serves the research mission of the university by assisting faculty in the application for and management of external awards.

  • Proposal Development
  • Finance Management
  • Research Compliance
  • Travel Guidelines
  • Tools & References
  • OSP Toolbox
  • Contact List- Department Contacts