Frequently Asked Questions

Tuition & Fees (Student Accounts)

Questions

1. When is tuition due?
2. When will I receive a tuition bill?
3. How can I pay my tuition and fees?
4. How often are bills mailed?
5. Who do I contact regarding my bill or charges on my account?
6. What are your hours?

Answers

1. Tuition and fees for Fall are due the 1st Monday of August. Tuition for Spring is due the 1st Monday in December.
2. Fall tuition bills are e-mailed to all students around the 8th of July. Spring tuition bills are e-mailed around the 8th of November.  You may designate an authorized payer to also receive your e-Bill.  Effective November 2007 you will only receive an e-Bill.
3. You can pay your tuition and fees in several ways.
   1. Checks made payable to the University of Richmond.
   2. You can now pay your student account balance on-line by visiting BannerWeb (http://bannerweb.richmond.edu) and clicking on Student Services/Payment of Tuition and Fees/Payment of Tuition and Fees.  You can pay by credit card using MasterCard, American Express, or Discover, or you can pay by e-check.  If you have a hold on your account , the hold will not be released until the next business day.
   3. Wire transfer- Please contact Student Accounts toll free (866)241-8893 or (804)289-8147.
   4. Contract with our Deferred Tuition Payment Plan, TuitionPay. You can spread out the payment of tuition and fees over 10 months. Your first payment would start in June and monthly payments would end in March. Information from TuitionPay will be mailed to you the end of April. If you will be studying abroad on an UR approved program you are eligible to use TuitionPay. For more information call (800)635-0120 or e-mail info@amsweb.com or visit www.tuitionpay.com/urich
   5. Your Spidercard can pay small balances of $100 or less owed on your student account.  The maximum amount that your Spidercard can pay towards your student account in one month is $200.
   6. Where do I send my tuition payments? You can pay your tuition online with an e-check or by credit card (MasterCard, American Express, or Discover).  If you choose to pay by credit card there will be a vendor charge of 2.75% on the amount charged.  You can also print a pdf copy of the bill and mail a check to the address on the bill. All correspondence should be mailed to: Student Accounts, Box R, 113 Sarah Brunet Hall, University of Richmond, VA 23173.
4. Effective November 2007 only e-Bills will be sent to the students UR e-mail address.  These bills are e-mailed to the student at their University of Richmond e-mail address. Miscellaneous charges such as library fines, parking tickets, Health Center tests, and monthly long distance charges are also included on the student's account and billed monthly.
5. You may contact the Bursar's Office or call toll free (866)241-8893. Various departments place charges on your student account. The Bursar's Office does not have the authority to adjust or remove another department's charge. You must contact the issuing department with any questions or concerns.
6. The Student Accounts office is open Monday, Tuesday, Thursday, and Friday from 8:30-5:00 and on Wednesdays from 9:00-5:00.

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Accounts Payable

Questions

1. What is the current mileage reimbursement rate for employees?
2. Can I get reimbursed for a purchase if I've lost my receipt?
3. Can I submit a photo copy of a receipt to get reimbursed?
4. Can I fax the check request to Accounts Payable?
5. How soon can I expect to receive my payment/reimbursement?
6. How do I get a travel or cash advance?
7. How long do I have to settle my advance?
8. Can I cash a check that is over 6 months old?
9. Now that I have direct deposit, how will I be notified when the money has been deposited to my account?
10. My vendor called and has not yet received a payment. What should I do?
11. I need to pay an honorarium to an employee. Should I send the request to Accounts Payable or Payroll?
12. How do I get a copy of a cancelled check?
13. If I submit a check request on the same day as the check run, can I get a check that same day?
14. If I need an emergency check, what is the deadline for submitting the requests?
15. If we have paid a vendor before, do I still need to put the vendor's number on the invoice or check request?
16. I have a question about my student bill?
17. What is the balance in my index?
18. How do I create a new index?
19. How do I get a check in foreign currency?
20. How do I get a wire transfer?
21. Who needs to sign my request?

Answers

1. The current mileage rate is .50 per mile.
2. Yes, If the receipt was for less than $25, simply indicate that the receipt was lost, or is not available, and give a detailed description of the purchase. If the receipt was for $25 or more, complete the Missing Receipt Form and attach it to your reimbursement request.
3. No, original receipts must be submitted in order to receive reimbursement. If the original receipt is unavailable, a detailed explanation must be given.
4. No, only original check requests are accepted for payment/reimbursement.
5. There is a 10 business day turn around on payment and reimbursement requests.
6. Advances are only issued for international travel, student or group travel, or occasional one-time travelers. To get an advance, complete the Advance Request Form and have it approved by the Dean (if appropriate), director, or department head. Forward to Accounts Payable at least 5 days in advance.
7. Deadlines are printed on the Advance form. If the advance is not settled by the deadline, the advance can be deducted from your paycheck or added to your W2.
8. No, checks are only valid for 180 days (6months). If you have a check that is older than 6 months, please return it to Accounts Payable and request another check be issued.
9. You will receive a direct deposit advice emailed to your University email account. If you want the request emailed to a different email address, send that information to our office.
10. Please allow 2 weeks from the date the check was issued before contacting Accounts Payable. If it has been 2 weeks or longer, contact our office to put a Stop Payment on the check and have it reissued.
11. Accounts Payable cannot make payments to employees. Send the request to the Payroll Office.
12. Contact our office. A copy of the check can be faxed to you the same day.
13. No, request must be on the system by the end of the previous day in order for a check to be issued in the next day's check run.
14. If the check is needed by the Tuesday check run, the request must be submitted to Accounts Payable by 5:00 the previous Friday. If the check is needed by the Thursday check run, the request must be received by 5:00 the previous Tuesday. The request must be marked "RUSH".
15. Yes, we must have the vendor's federal ID number to process a payment request. Requests are processed quicker if the number is already written in the requests.
16. Contact the Tuition & Fees (Student Accounts) Office.
17. Contact the Accounting Office.
18. Contact the Accounting Office.
19. Contact the Business & Finance Office.
20. Contact the Business & Finance Office.
21. All requests for reimbursements must be approved by the appropriate Dean, director or department head. Some schools require the Dean's signature on all reimbursement requests. Check with your school for it's requirements.

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Accounting

Questions

1. I no longer need my Monthly Budget Report, how do I stop it or have it sent to another person?
2. I did not receive my Monthly Budget Report, who do I contact?
3. Where did that charge come from on my Monthly Budget Report?
4. What is the balance of my index?
5. How can I get an index number for my department or student organization?
6. I don't remember my index number, how can I find out what it is?
7. How do I fill out the journal voucher form?
8. Has my check been processed yet?
9. My paycheck does not look correct, can you help me?
10. Can you explain my tuition bill?

Answers

1. Click here for Monthly Status Report information.
2. If you are a student, please check with your advisor. Students do not receive Budget Reports directly, the report is sent to your advisor.  If you are staff or faculty, please contact Joyce Morgan.
3. Charges on your budget can occur from many different departments on campus. In Banner, under FGIBDST, the "type" of entry is listed. The following list will give you the department to call for further information on the charge.
• PPJV= Physical Plant Journal Voucher
• INNI= Invoice (Accounts Payable)
• FT01= Journal Entry-Accounting
• PSJV= Print Shop Journal Voucher
• BKJV= Bookstore Journal Voucher
• CAJV= Catering Journal Voucher
• FSJV= Food Service Journal Voucher
• POJV= Post Office Journal Voucher
• TEJV= Telecom Journal Voucher
• ACJV= Alumni Center Journal Voucher
• PCJV= Purchasing Card Journal Entry(Accounts Payable)
4. Monthly Budget Reports are sent every month, you may obtain your balance from that report. For the most current balance, please check your balance on FGIBDST. You may call the Accounting Office if you need assistance with FGIBDST.
5. Request a non-student Index Number | Request a student Index Number
6. Your index number is listed at the top of your Monthly Budget Report. If you are a student, your advisor should know your index number. You may also call anyone in the Accounting Office. We can look that up for you.
7. Call an Accounting Member Staff
8. Please contact Accounts Payable.
9. Please contact Payroll
10. Please contact Tuition & Fees (Student Accounts).

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Payroll

Questions

1. I bank with an out of state bank; can I use my out of state bank account for direct deposit?
2. Where will my W-2 form be mailed?
3. Where do I list my floating holiday on my web time entry sheet?
4. My paycheck has been lost or stolen. What do I do?
5. How do I change my address with the Payroll Office?

Answers

1. Yes, UR will process direct deposit transactions for any bank in the United States that accepts direct deposit transactions.
2. All W-2 forms are mailed to the employees permanent address listed in Banner.
3. Your floating holiday is to be listed under the Holiday earn code with a comment added.
4. Contact the Payroll Office as soon as possible. We will cancel the old check and do a reissue in two business days.
5. You can e-mail your address change to the Payroll Office. Please include your university ID number to ensure that the correct employee record is updated.

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Grants Accounting

Questions

1. Do I need to obtain my chair's signature on check requests, p-card charges, or other grant-related documents such as the Faculty Summer Request forms?
2. Must a student who is being paid by an external grant in the summer abide by the same rules as a student who receives an internal summer fellowship?
3. Does the grants accountant handle student research accounts, such as the Dickinson, Smart, Puryear, or Topham awards?
4. What must I do if I want to hire a student on an hourly basis during the academic year?

Answers

1. No, as principal investigator you are solely responsible for your grant expenditures. When the Grants Accounting office receives these various forms, it's our role to make sure the charges and expenditures are in line with the grant award and the budget is not over expended.
2. No, the Undergraduate Research Committee has a firm rule that students must commit 100% of their time and effort to their summer research. This means they may not hold another job or attend classes during those 10 weeks; however, this rule does not apply to students who are paid summer stipends under an external grant. They may attend classes and hold another position as long as they devote the time for which they are paid during the specified time frame.
3. No, these internal awards have been established by endowments which are the responsibility of Karyn Tancredi in the Controller's Office. Karyn also handles endowments for chair holders.
4. First, you should make sure this hire is allowable under your grant. Next you should decide if the student will be paid on a regular basis or sporadically. A Job Approval Form (JAF), which Robert Plymale can send you, should be completed for students who will work a set number of hours for a period of weeks or months. A Check Request Form should be used for a student who will perform a one-time, special task. Both of these forms should be sent to the Grants Accounting Office for processing.

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Budget Management

Questions

1. At what point during the year can I make permanent changes to my departmental budget that will be automatically included in the next year's budget?

Answers

1. The best time to make these changes is when the budget request forms for the next fiscal year come out in the fall. At this point, you can request a permanent reallocation of budget that will be automatically reflected in the budget for the next fiscal year. If the request is made later in the year, after the budget has already been created, the change can still be made but it will require a journal entry to be done in July of the new fiscal year to make this reallocation.

Dr. Ayers' Budget Letter

Herb Peterson's Budget Memo

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Cashier

Questions

1. Can I pay parking tickets, fines, and miscellaneous charges with my spidercard?
2. Is there a bank on campus?
3. How do I put money on my SpiderCard?
4. What are your hours?
5. Will I need an ID to cash my check?
6. If another student or relative has written me a check, can I cash it at the Cashier's Office?
7. Does the Cashier's Office sell postage stamps, cashier's checks or money orders?

Answers

1. Yes.  Your Spidercard can pay small balances of $100 or less owed on your student account.  The maximum amount that your Spidercard can pay towards your student account in one month is $200.
2. The University does not have a bank on campus. There is a First Market Bank ATM located in Tyler Haynes Commons. The University Cashier, located in Sarah Brunet Hall, will cash checks for students up to $100 a day and will cash Student UR payroll checks for any amount.
3. You can visit the Cashier's Office in Sarah Brunet Hall or call us at (804)289-8769 and charge your deposit to a Visa, Mastercard, or American Express. You can also mail a check to:
   Student Accounts, Box R, University of Richmond, VA 23173 or visit us online. Be sure to reference your student's name and 8 digit University ID number.
4. The Cashier's Office is open Monday, Wednesday, and Friday from 9:00-2:00 and Tuesday and Thursday from 9:00-2:30.
5. Yes. You will need to provide your current UR ID.
6. Yes, as long as it is under $100.
7. No, we do not.

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Purchasing Card

Questions

1. What is a Procurement Card (PCard)?
2. Will my personal credit history be checked when I apply for a Procurement Card?
3. Can I use the Procurement Card to make purchases on the Internet?
4. Do I have to keep the credit card receipts for my purchases and how should they be filed?
5. What is PaymentNet?
6. If I don't review my transactions in PaymentNet or my Manager does not approve them in the system, will the merchant still be paid?
7. Can I use my P-Card for travel?
8. Can a Procurement Card transaction be stopped?
9. Will merchants know what a Procurement Card is?
10. Who can see my transactions in PaymentNet?
11. Can I split charges if they are to be redistributed to different index and account codes?
12. How do I add or delete indexes in PaymentNet?
13. If my volume of spending exceeds my current P-Card transaction or monthly limits, can the limits be increased?

Answers

1. The Procurement Card, also known as a P Card, is a MasterCard credit card used to purchase  business-related expenses within a department, replacing the paper based Small Purchase Orders and requisitions.
2. No. Your personal credit history will not be checked or affected when applying for or using the Procurement Card. The personal information on the application will only be used for identification purposes when activating your card for the first time.
3. Yes. Make sure that you use secure web sites, and that the item being purchased is allowed according to University of Richmond Procurement Card Policies and Guidelines.
4. Yes. Every Procurement Card transaction REQUIRES a detailed invoice or receipt of what was purchased, in accordance with the University of Richmond Procurement Card Policies and Guidelines. All original documentation must be forwarded to Accounts Payable every month with your approved statement.
5. PaymentNet is an Internet Application designed and managed by JP Morgan Chase that lists all procurement card charges you make. The PaymentNet system allows you to make changes to current month's transactions by changing the index and account numbers from a drop down list before posting to the general ledger.
6. Yes. The bank pays the merchants within a few days of the transaction date. At the end of the month, when the export file is sent to the general ledger, it will include all transactions whether or not they have been "approved" in the PaymentNet system. The transaction will post to the default index and account number.
7. No.
8. No. Once the charge has been made, your credit card will be billed. The cardholder would need to make arrangements directly with the merchant to obtain a credit, which would be processed through the card.
9. No. Tell merchants you are tax-exempt and that you will be purchasing with a corporate MasterCard. Show them the tax-exempt number on the card or provide a copy of the Sales Tax Exemption. (For a copy of the Virginia State Sales Tax Exemption form, contact the Purchasing Office)
10. At a minimum, the Cardholder, the Manager, and the Program Administrators can see a Cardholder's transactions.
11. Yes. The PaymentNet application allows you to split your transaction up to 99 splits.
12. The Program Administrator is the only one who can add or delete an index number in PaymentNet. This is done after the Administrator receives an email from the cardholder or approver requesting the change.
13. Yes. The cardholder must complete the Purchasing Card Change Limit Request, http://controller/forms/PcardLimitChange.pdf, and forward it to the Program Administrator to make the change.

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