Fiscal Administration

W&M Finance

W&M Finance Basics - Overview of university funds, donor funds, university program, procuring & spending, and managing the budget.
Local Fund Expenditure Policy - Local funds can be used by academic and administrative units that have a bona fide business need to procure a good/service that is not fully covered by the state expenditure policy. See the Local Funds Policy PowerPoint [ppt] for an overview.
Budget Signature Authority Process- The Signature Authority Form designates individuals with direct authority and related responsibility to commit funds of the Organization code and Index numbers listed on the form for Financial Operations documents that includes, but are not limited to vendor payments, pre-approvals, expense reports, and journal voucher revenue or expense transfers.
Finance Forms & Instructions
Procure to Pay Matrix
FinOps Tools
How to use FinOps Tools [pdf]

Payroll

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

Cashiering

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.

Foundation

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.

Foundation Policies
Foundation Check Requests Presentation [pdf]
Foundation Check Request Form
For questions, contact Heather Bowers Bouchard

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