FAQs

Who do I talk to when making a student payment? Student payments can be made through Lisa in the Business Office in Jorden Hall room 204. Cash, checks, and credit/debit card payments can be made in person, and debit/credit cards can be taken over the phone. Lisa can be reached at (605) 331-6588. What is the deadline for a check request?  Complete the  Purchase Order/Check Request form with the appropriate account number and signatures. Invoice or other documentation must be attached. Check requests must be submitted to the Business Office by 12:00 pm on Wednesday to tbe paid that week. Checks are printed once a week on Fridays and are available for pickup after 12:00 pm on that day.   When do I need to request a Purchase Order?  All university purchases over $50 must have prior approval. This approval must be obtained before merchandise is ordered, and the purchase order number must be supplied to the vendor prior to the order being placed. Complete the Purchase Order/Check Request form with the account number and appropriate signatures before submitting the form to the Business Office. If a purchase order request is submitted by 2:00pm, it will be available for pick-up at 3:00pm that same day. How do I receive an employee reimbursement? Requests for employee reimbursements must be submitted on a Purchase Order/Check Request form with the appropriate account number and signatures. Receipts to be reimbursed must have a business purpose written on them. Reimbursement for travel must be accompanied by a Travel Expense Detail form. How can I get a cash advance? A cash advance request must be turned in on a Purchase Order/Check Request form. Documentation and receipts (with business purpose) must be turned into the Business Office on a Travel Expense Detail form within one month of the check date of the advance. Failure to turn in the Travel Expense Detail form will result in a deduction from the employee's paycheck in the amount of the cash advance. How do I use my corporate credit card? Corporate credit cards can only be used for purchase of USF items. No personal charges should be made. The Credit Card Expense Detail is to be completed and turned in with all credit card receipts to support the charges. How do I make a university deposit? Miscellaneous university deposits are handled by the Accounting Assistant in the Business Office on a daily basis. Please provide a Deposit Slip and put the deposit in the deposit tray clearly marked as for “Deposits”. Please hand-deliver deposits to the Business Office. Receipts are sent through campus mail once the deposit is made. How can I check-out a cash box or the slide-across credit card machine for a university event? Cash boxes and the slide-across credit card machine are available to check-out in the Business Office. Where do people receive parking permits/parking maps? In order to receive a parking permit, students and staff need to fill out a Vehicle Registration form. License plate numbers are required. Parking permits and maps are available in the Security office. Students who live on-campus receive Purple permits. Students who live off-campus and all faculty and staff receive Gold permits. Replacement or additional permits are $10 each (payable in Student Accts or Business Office). Where do people pay parking tickets? People should pay for their parking tickets in the Business Office. How do I submit a change of address if I am an employee? Fill out a new W-4 form in the Business Office with the new address. This will change the address in CARS and the payroll system. When are contracts due? Contracts and/or contractual changes need to be into the Business Office/HR by the 22nd of the month. How do I sign up for Direct Deposit? Direct Deposit forms are available in the Business Office. If setting up direct deposit into a checking account, a voided check needs to be attached (deposit ticket is unacceptable as routing numbers may differ). For a savings account, a voided deposit ticket needs to be attached. (If setting up a 2nd direct deposit to a savings account at same bank as checking account, simply need to have account number listed on form as routing number is usually the same.) When are paychecks available and where can they be picked up? Paychecks are sent out on the last business day of the month. What is the process for a Petty Cash reimbursement? Reimbursements must be under $25 to qualify for Petty Cash. If more than $25, a check request form will need to be filled out and turned in. For Petty Cash, fill out the Petty Cash form with amount, account number, and description and acquire appropriate budget manager signature. A receipt for the purchase must be attached and business purpose of item must be noted. Business Office will verify and distribute funds from Petty Cash if form is submitted correctly. How do I get a copy of USF's tax-exempt ID number? Contact the Business Office at (605) 331-6640. How do I reserve a vehicle for a university trip? Contact Enterprise Rental and state you are from USF. If renting a van, first contact the Athletic department to see if a USF van is available. What is the mileage reimbursement rate? The USF mileage reimbursement rate is 42 cents per mile for travel using your personal car. How do I check-out a gas card for university travel? Gas cards are available to check-out from Accounts Payable in the Business Office.

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