Staff & Faculty

Invoices are paid weekly through the Business Office. Departments will create a requisition and send all documentation to the purchasing office. Once approved, the accounts payable team will create a voucher to issue payment. Checks are mailed directly to the vendors, so please ensure that the vendor address is correct on the requisition for accurate processing.

This guide serves to correctly make deposits to our office and ensure Departments follow the State and Systems Auditor Guidelines.

First Step: Make sure your Department is keeping record of all of the checks that will be deposited into your account. These checks will be submitted to our office in addition to the transmittal form (following step).

Note: You will not be able to deposit any money without the physical checks as proof of transaction. Cash is no longer accepted, if you have any questions/concerns please contact our office.

Second Step: To start a deposit, once you have all of your checks, ensure you are filling out a Transmittal form. To make sure all information is legible, we encourage offices to use the online format of this form.

This form will give you the ability to make deposits across different accounts without having to start a new form each time. However, remember that each account listed will have a separate cash receipt. This form serves as paper trail of all deposits. 

Note: Ensure you are saving the transmittal forms file or if using a hard copy that you keep a copy for your records.

How to Fill Out Form: The Department section on the form must include the name of the department/office or must specify the name of the account belonging to a certain program.

The summary section can be brief, but make sure you are writing enough detail to understand the purpose of you deposit. (Ex. T-shirt sales, equipment reimbursements, etc.) This summary will appear on the Budget Status Report for reconciliation.

Lastly, the transmittal form shall be printed and signed by the preparer, must include contact information in case of any concerns with the form.  All transmittal forms must include the Object Code and Account Numbers for each account you are depositing to and the total amount. If the object code is not included in your form, cashiers will not be able to process your deposit.

Additional Notes: Every deposit processed by our office must reconcile by your office as soon as possible to ensure no errors have been made. To reconcile go to Buff Advisor under Budget Status Report, this will allow you to match the deposit with the correct amount, account number and object code.

The charts of accounts allow you to look up account numbers and/or information about transfers between accounts by department.

Location: To find the Excel file you will go to the Common G-Drive, then click under the BO-OpenShare file, once there you will find the spreadsheet under Charts of Accounts. 

Note: In case you need to process any changes or updates to your account you will need to submit a New Account, Change, or Inactivation Form. These forms are available through the Intranet (WTAccess) under Business Office Procedures all forms will be available.

To fill out forms make sure to fill out all required areas that are under the blue, white, or red sections. If you have any questions in regards to which forms you should be filling out please consult the Charts of Accounts excel file under the Acct Change Info sheet at the bottom in the tab sections. This section covers many different scenarios that can help guide you in the process. 

It is highly recommended for all employees and students to sign up for direct deposit. Under the Buff Advisor menu, click on “Banking Information”. Enter the correct routing and account number. All future payments will be direct deposited. For employees, this includes travel and miscellaneous reimbursements. For students, this includes student account refunds and dorm deposit refunds.

The Buff Advisor direct deposit menu is NOT connected to your Workday payroll direct deposit, and must be completed separately.