Office of Accounting Services
The mission of Accounting Services within Mary Baldwin University is to provide timely, accurate, relevant and meaningful financial information and advice to the College community to support management decision-making, and to demonstrate fiscal responsibility, accountability and regulatory compliance to the College’s constituents. The office promotes the efficient use and stewardship of College resources and compliance with laws, regulations and reporting requirements through technical financial and analytical skills, and expertise in accounting knowledge.
As we strive to achieve this mission, Accounting Services will:
- adhere to the highest professional and ethical standards in all our dealings;
- exercise honesty, diligence, and objectivity in all our activities;
- safeguard the integrity of confidential or proprietary information entrusted to us;
- treat everyone with courtesy, respect, and understanding;
- encourage our employees to grow in knowledge and experience;
- use technology and knowledge to constantly improve the quality of our work
Accounting Services Staff:
540-887-7376 – Phone
540-887-7178 – Fax
Accounts Payable Administrator
540-887-7369 – Phone
540-887-7178 – Fax
540-887-7361 – Phone
540-887-7178 – Fax
540-887-7223 – Phone
540-887-7178 – Fax
- 1099 Form – contact Sue Armstrong
- Tax Exemption form – contact Sue Armstrong
- Manual check instructions
- 2100 Accounts
- W-9’s (PDF)
- Purchase Orders
- Incidental Labor Form (PDF)
- Wal-Mart cards
Manual Check Request
The purpose of this Policy is to establish guidelines for the proper use of issuing a Manual Check
This policy applies to all manual check requests.
Manual checks are requested as Emergency purposes, items that can not wait until the next check run or an error made by Mary Baldwin College. A purchase order or requisition must accompany the request.The purchase order or requisition must be signed by the Department Head and/or Supervisor and the account number must be included on the form.
The purchase order or requisition must come to Sue Armstrong, Accounts Payable Administrator in the Business Office. Her extension is 7369.
Sue Armstrong will prepare the manual check and will call the individual when the check is ready for pick-up.
The Director of Accounting is responsible for the overall administration of this policy.
- Within the Mary Baldwin community, various 2100 accounts have been established for student run organizations.
- These 2100 account reports are run monthly by Sue Armstrong, accounts payable administrator, in the Office of Business and Finance. She will distribute these reports to the various officers of the student run organizations.
- If there are any monthly discrepancies, please contact Sue Armstrong at ext. 7369.
- At the end of each fiscal year, certain 2100 accounts are zeroed out per Lynn Gilliland, director of First Year and Second Year Experience. There are also certain 2100 accounts that will receive funds at the beginning of the fiscal year. This will also be given to the Office of Business and Finance by Lynn Gilliland.
- Issued to vendors when making a purchase for which the College will be billed.
- Complete the information as noted below.
- Send PINK copy of Purchase Order to Sue Armstrong, accounts payable administrator, in the Office of Business and Finance, Room 201; ext. 7369.
- Purchase Orders must be approved by the appropriate individual(s). Questions about the proper authorization can be directed to Sue Armstrong at ext. 7369.
- Requisitions are used for reimbursement or payments to individuals when an invoice is not available. Examples: Honorariums, incidental labor, athletic officials and cooperative teachers. Payment for services must also provide social security number(s).
- Requisitions for reimbursement need a second signature if payment is to be made to the individual completing the requisition.
- Complete the requisition form as noted below.
- Send WHITE and YELLOW copies to Sue Armstrong, accounts payable administrator for payment. Receipts much be attached for reimbursement. Any questions, please call Sue at ext. 7369.
- Checks for reimbursement are written once a week and are ready for pick-up on Fridays. Requisitions and/or invoices need to be in Sue Armstrong’s office no later than noon on Mondays for payment; Office of Business and Finance Room #201. Checks will be sent directly to the vendors, except in the case of bands which are paid at the time of the event.
- Permission is needed from Club, Hall or Class Treasurer to use charge card. The Wal-Mart cards are located in the Business Office, Room #201. You can obtain them from either Sue Armstrong, accounts payable administrator. You must also present ID at time of Wal-Mart card check out from Business Office.
- Must give general ledger account number of organization and name at the time of checkout in Business Office, Room # 201. Must also return card and receipt(s) immediately after use.
- If there any issues regarding the cards, please contact Sue Armstrong, accounts payable administrator at ext. 7369.
- Travel Expense Report (PDF)
Setting up new Department, Object Code or G/L Account
The purpose of this Policy is to establish guidelines for the set up of general ledger account numbers.
This procedure applies to the Office of Business and Finance personnel.
The general ledger account number is ten digits, X-X-XXXX-XXXX. The ten digits are divided into 4 different components. The components and size are as follows: Component #1 Fund 1 digit
Component #2 Sub-Fund 1 digit
Component #3 Department 4 digits
Component #4 Object 4 digitsThe first component is the FUND definition:
1. Unrestricted Fund
2. Temporarily Restricted Fund
3. Permanently Restricted Fund (Endowment)
4. Life Income and Annuity Fund
5. Plant Fund
6. Perkins Loan FundThe second component is the SUB-FUND definition:
1. Current Funds – unrestricted
2. Current Funds – restricted
3. Endowment and similar funds
4. Life Income and Annuity funds
5. Plant Funds
6. Loan Funds
The third component is the department code and the fourth component is the object code.
Please check in AS400 to see if the account already exists; to check, go to command line and type in GL100 and hit Enter. Type in general ledger number with no dashes and hit Enter. If no record appears, then proceed with next step.
To add a general ledger account number in AS400, type GL019 on the command line and hit enter. Type the new account number in and hit enter. The description, account type and budget percents should default.
The Summarize Detail Field will usually be N for no. The only time summarized is when there is a large amount of transactions that flow through the account. An example of this is the AR account, 1-1-1075-1015.
The fund balance account number is critical to the overall accounting system and for generating financial statements. The number to be used in this field relates to the fund number. The corresponding accounts are below:
|Fund||Fund Balance Account #|
The 990 identifier is the first number of the account you are setting up. This field is used by the College to transition from the old fund accounting to the SFAS 117 format. The old account number field is the 0ther 9 digits of the account you are setting up. Once all fields have been entered hit F1 0 to accept.
The second step to set up the account is to assign it to a cell. At the prompt type GL016 and hit enter. The cell number is used to reference where the account falls within the financial statements, see below for a list of cell numbers. The cell number can also be obtained from the GL Accounts notebook.
|5105 – Instruction||5125 – Operation & Maintenance of Plant|
|5110 – Public Service||5130 -Institutional Support|
|5115 – Academic Support||5140 – Student Aid|
|5120 – Student Services|
The cell number applies to the whole department. Hit F11 and choose the appropriate cell number with a 1. Hit enter to choose the cell number and page down until the end of the list of accounts for the cell and then add the new account and hit enter. The description should appear, hit F1 0 to accept.
The records added in GL019 and GL016 should always match. To determine if they do type RQ BUAGRELO (zero at end) on the command line, then hit enter, enter, type “b” and enter to go to the bottom. Write down the total number of records. F3 to exit. Then type RQ BUBLRELO(zero at end) on the command line and follow the same steps as above. If the two numbers don’t match do a print screen when you are looking at the total number of records for each command above and see where they are different.
To set up the 3rd component:
Type GL006 on the command line and hit enter. New departments will usually be requested by the Budget Director.
To set up the 4th component:
Type GL007 on the command line and hit enter. Hit F11 to add and fill in the code. This is done for adding new 2100 accounts or a new object account. To determine the 4 digit code look in GLCTL1 under the general ledger option and see what is available.
To add a project code:
Choose option 2 for the general ledger, 7 to work with projects and 5 for project definition. Page down; add the code, and description. Next chose option 6 for the project master. Add the code and the 4th component associated with this code. For example physical plant use 6602.
The Vice President for Business and Finance is responsible for overall administration of this policy. The Director of Accounting is responsible for setting up new accounts within established guidelines.
Setting up new Restricted or Endowed Fund
The purpose of this Policy is to establish guidelines for the set up of a new restricted or endowed Fund.
This procedure applies to the Business Office personnel.
To add a new Fund account, you must do the following. First, you need to find the first available fund account number, which will be 2-2-3300-xxxx which applies to TR (temporarily restricted) Funds. Endowed Funds reflect 3-3-3400-xxxx (PR Permanently Restricted Funds). To do this, type in GL016 at the prompt, Enter. Hit F11 key (change). Type in either cell number 3215 for temporarily restricted accounts, or 3320 for restricted accounts and Enter. Tab down beside the cell number you want and put a “1” to select it, then Enter, Enter. Page down until you see the 2-2-3300-xxxx account number and write down the next available one. Hit F12 to exit screen.To establish the account number, type in GL019, Enter. Type in the account number and hit Enter. Type in the description (there may be a description there as default, but you can type over it). Summarize detail is usually “N” for No. You don’t need a fund balance account number. The 990 identifier is the 1t digit of the account number and the old account number is the last nine digits. Hit F1 0 to accept.
Next, type in GL016 and hit Enter. Hit F11 key to add the account number. Type in cell number XXXX and hit Enter. Tab down to the cell number that you want and place a “1” to select it, then Enter, Enter. Page down until you get to the end of the list. Tab down and enter the new account number; hit Enter and the description should come up. Hit F1 0 to accept.
Remember to check to make sure GL019 and GL016 always have the same number of records. At the prompt, type in RQ BUAGRELO(zero at end). Look at the number of records by hitting Enter and B for “bottom”. Type F3 to Exit. Next, type RQ BUBLRELO(zero at end) to make sure it has the same number of records by hitting Enter and type B for “bottom”.
All temporarily restricted fund accounts go to cell number 3215.
All restricted funds accounts (Endowed) got 0 cell number 3320.
The folio number is the last eight digits of the fund account number.
The cash account is 1-1-1001-1003.
Regarding the Revenue account (For TR or Temporarily Restricted Funds):
For annual gifts, the revenue account number is 2-2-4400-4404.
For non-annual gifts, the revenue account number is 2-2-4400-4406.
Whenever you use the revenue accounts, MAKE SURE the corresponding folio number is written with the account number so it can be keyed in the computer correctly. If the gift is for a special campaign that Development is doing, they will let you know which one it is so it will get put into the correct bucket! There should already be a revenue account number set up for those (example: 2-2-4300-4341 is the Sesquicentennial – Program Support).
You will however, need to set up the Department code, which is GL006. At the prompt, type in GL006, and hit Enter. Hit F11 key to add department. Type in code, which is the 97XX number and the description of the account. The account type will be “E” for expense, summarize is “N” for No. The Fund balance account can be found in your GL notebook (refer to similar accounts). Enter the 990 identifier and the old account number.
Regarding the Expense account, the account number will be 1-2-97xx-xxxx. The XX after the “97” will be the last two digits of the fund account number. The last four digits will be whichever object code you need (example Supplies – 6051, Postage – 6001, etc). These can be entered as needed.
Also, when you add these new Departments, you will need to select a cell number for them. You will need to read the documentation that comes with the gift and decide which cell it is applicable to. As an example, Potomac-VWIL Scholarship, the cell number would be 5140, Scholarships and Fellowships.
The Director of Accounting is responsible for overall administration of this procedure. The Director of Accounting is also responsible for setting up new accounts within established guidelines.
Month End Closing Schedule
Petty Cash Policy/Procedures
The purpose of this Policy is to establish guidelines for the proper use of petty cash funds.
This policy applies to all of the petty cash funds at Mary Baldwin College.
The purpose of a petty cash fund is to cover nominal and emergency disbursements when a purchase order or requisition is impractical. To set up a petty cash fund a letter must be sent to the Director of Accounting – Business Office stating the department that the fund belongs to, the custodian’s name, the amount requested, the physical location of the fund, and the purpose of the fund. Upon approval of the fund, Sue Armstrong, AP Administrator Business Office will issue a check payable to the custodian. The custodian will have to sign to show receipt of the check, and therefore establishment of the fund. The fund is to be kept in a secured location at all times. The Business Office reserves the right to conduct a surprise audit at any time.The cash on hand plus paid receipts must equal the original amount of the fund at all times. The fund may not be used for wages, services, equipment, cash advances, loans, the cashing of personal checks, travel expenses, or payments to students on their accounts. A prenumbered petty cash voucher is to be filled out for each transaction. The transaction must not exceed $50. Reimbursements may not be split into two different vouchers. If the amount requested is greater than $50, then a request must be sent to the Accounts Payable Department, attention Sue Armstrong. The voucher must include the date, the person receiving the cash, description of the purchase, initials of the custodian to indicate approval, and the signature of the one receiving the cash. The voucher must then be attached to a paid receipt. The custodian must determine if the transaction meets the requirements as set forth in the petty cash policy.
To replenish the fund a Petty Cash Summary Sheet must be submitted along with the vouchers and the receipts to the Business Office, attention Sue Armstrong. Any voided vouchers must be noted on the summary sheet, refer to Exhibit A (PDF below). The Business Office will then verify all vouchers and receipts and issue a check payable to the petty cash custodian. All petty cash funds must be replenished by June 30th to ensure expenses are recorded in the fiscal year. The Business Office must be notified of any cash overage/shortage issues.
The Director of Accounting – Business Office must be notified of any changes in petty cash custodians. All vouchers must be turned in and the fund replenished before the new custodian takes over. The new custodian will verify the balance in the fund when it is turned over to them.
Violation of the policy may result in the cancellation of the petty cash fund.
The Vice President for Business and Finance is responsible for the overall administration of this policy. Petty cash custodians are responsible for complying with this policy.
- Gift Reconciliation
- Gift Posting for Cash and Credit Cards
- Gifts in Kind Posting
- Gifts Stocks Posting
To instruct Business Office personnel how to reconcile gifts in the Development Office system to the Business Office general ledger.
This procedure will cover the process of reconciling gifts to the general ledger.
The reconciliation of gifts may be done once the month has been closed. The Director of Accounting will let you know when the month is closed. The file used to pull the gifts on the Development side is in the IA shared files. It is called Developmental Progress1.xls. Open the file and chose ‘Enable Macro’ and ‘Disable Refresh’. Use the tab called “Old Purpose Code Style”. It is an active pivot table used to pull data.On the pivot table you will first need to make sure the fiscal year is properly set. On the Development side 08/09 is fiscal 2009. Under the field ‘Month Name’ you may choose the months you need to see. If this field is not on the pivot table you may need to pull over from the Pivot Table Fields List. First choose all months included thus far in the fiscal year, then print. Then choose only the current month you are working in, then print.An adjustment has to be made for the gifts into the ADP Loyalty fund. This is a restricted fund, but Development has it listed in the Annual Fund Unrestricted category. To get a summary of these gifts drill through the Annual Fund Unrestricted category by right clicking on the total and choosing OLAP drill through. Then sort by date and delete anything after the month end date you are working on. Then sort by Fund Description, ADP should go to the top. Delete all other funds. Delete additional columns to the right that you do not need. Kepp only: Fund Description, Amount, Date, and Full Name. Then total the dollar amounts for the month.*Unknown, shows up in various ledger accounts. There are no purpose codes. Drill down and then sort by account, then date, then dollar amount. Delete extra columns to the right. Keep only: Fund Description, Amount, Date and Full Name.
The general ledger activity may be printed by typing the command GL100 on the command line of the AS400. Then enter the revenue account and date range (the month you are working on), then print. A sample of revenue accounts is below. New accounts may be added lately.
The reconciliation of gifts is the responsibility of the Senior Accountant and the back up for this procedure is the Director of Accounting.
Gift Posting for Cash and Credit Cards
To instruct Business Office personnel how to post gift receipts from the Development Office.
This procedure will cover the process of receiving daily receipts files and transmittals and then matching them up with transactions that are pushed through to the Business Office.
On a daily basis the Assistant Director for Information Management and Gift Processing will email the Senior Accountant a spreadsheet summarizing that days cash receipts(Attachment #1). There will be a separate file to summarize any credit card receipts for the day. The summaries should be printed and kept to match up later for gift processing.The Assistant Director will then hand deliver daily transmittals (#2) to the Senior Accountant. The daily transmittals show what was posted in the AS400 by the Development Office. Once transmittals are received they can be matched to the cash and credit card summaries. Once they are matched they need to be retained until the Assistant Director books through the gift transactions for the month, this is usually done twice a month.Once transmittals have been booked through to the Business Office, edits may be printed by entering EDIT01 on the command line of the AS400 (#3). Hit enter (#4). Gift edits have a source code of GF. To print an edit select the batch using a number 1 on the command line and then pressing F10 (#5). Match the edit to the transmittal and the daily summaries. If everything matches, then the batch may be posted to the general ledger. To post the edit go back into EDIT01 and select F8, then 1 to select and F10 to accept (#6).If the gift edit is in suspense mode, then changes may have to be made to the transactions by choosing #2 from the main menu for General Ledger Functions and #3 for Daily GL Activity and #1 for GL Transactions. Hit enter and F11 to change, then 1 and enter to select the batch. Once changes are made, for example to the date, then select F10 to accept. Return to the EDIT01 screen and follow the steps above to post.
Once the batches have been posted then they may be filed. The unposted edits are thrown away. The transmittals are stapled to the posted edits, and then initialed and filed. The daily summaries are filed separately to be used with the bank recon. There is a separate folder for cash and credit cards.
The posting of cash and credit card gifts is the responsibility of the Senior Accountant and the back up for this procedure is the Director of Accounting.
Gifts in Kind Posting
To instruct Business Office personnel how to post receipts for gifts-in-kind from the Development Office.
This procedure will cover the process of posting gifts in kind to the general ledger.
The Assistant Director will hand deliver daily transmittals (#1) to the Senior Accountant. The daily transmittals show what was posted in the AS400 by the Development Office. The sub class for gift-in-kinds is usually a K. The back up for gift-in-kinds can be obtained from the OnBase system by searching by name or dollar amount. The back up is then printed (#2) and matched with the transmittal. Every gift-in-kind is valued at one dollar unless an appraisal is obtained.Gift transmittals are booked through to the Business Office by the Assistant Director in the Development Office. This is usually done twice a month. Once they are booked through an edit may be run by typing EDIT01 on the command line (#3) and hitting enter. Gifts are set up with a source code of GF. To print the edit select the batch with a 1 and then pressing F10 to accept (#4).Since gift-in-kinds are non-cash gifts the account being debited must be changed to 1-1-4850-4859, not the cash account. The posting, transmittal, and detail are to be initialed, copied and filed with the other gift postings.Use the copy of the above to update the Gift-in-Kind spreadsheet. It is located in the shared file under the Senior Accountant’s folder; it is in the Audit Schedules folder. The file is called Gift In Kind Detail (#6). This schedule is turned in to the independent auditor’s at the end of the year. Copies of the transmittal and backup are filed by date. The file for the gift-in-kind detail is in the Senior Accountant’s Office.
The posting of gift-in-kind gifts is the responsibility of the Senior Accountant and the back up for this procedure is the Director of Accounting.
Gifts Stocks Posting
To instruct Business Office personnel how to post stock gift receipts from the Development Office.
This procedure will cover the process of receiving stock gift receipts and transmittals and then matching them up with transactions that are pushed through to the Business Office.
The Adm. & Operations Coordinator in the Development Office will email stock summaries to the Senior Accountant when a stock gift is received. This summary will show you how the value of the gift is determined. The stock values may be double checked by looking up the historical values on the Web site www.bigcharts.com. The Assistant Director in the Development Office will hand deliver a transmittal to the Senior Accountant once the gift has been booked by the Development Office. The gift class should be “S” for stock. Double check that the transmittal total agrees to the stock summary.Once the gift is booked through to the Business Office an edit will show up in the EDIT01 screen. Print this edit and double check the amounts and accounts. Usually when the stock gift is booked the account to be debited comes across as 1-1-1001-1003, the cash account. This account needs to be changed to the stock investment account 1-1-1250-1040. To make changes to the account follow the following commands from the main menu: 2-General Ledger Functions 3-Daily GL Activity 1-GL Transactions and press Enter and F11. Select the batch to change with a 1 and then press enter. Once changes are complete, press F10 to accept. To post the batch go back to the EDIT01 command and press F8 to post, select the batch with a 1 and then press F10 to accept.Scott & Stringfellow is currently the broker used by Mary Baldwin College. They will send a Record of Transaction whenever a stock gift is received. This will tell you the amount of commission and the transaction fee. It will also have the net amount of cash that is to be received. The check will follow within a couple of days. The check will be mailed directly to the Senior Accountant from the broker. Make a copy to file with stock gifts. The check is to be coded to 1-1-1250-1040 and sent to the cashier. Once all of this information is obtained, then the stock spreadsheet needs to be updated. It is in the shared drive under the Senior Accountant’s folder, in the Stock Gifts folder. An example of a stock gift is attached to the procedure for reference.
The posting of stock gifts is the responsibility of the Senior Accountant, with the Director of Accounting serving as the back up.
Visa Corporate Credit Cards
Visa Corporate Card Policy
The purpose of this Policy is to establish guidelines for the proper use and reconciliation of the University VISA credit cards.
This policy applies to all holders of the University VISA credit cards and supervisors approving purchases on the VISA cards.
The University provides VISA credit cards to qualifying individuals for convenience. Responsibility for the credit card ultimately rests with the cardholder. All VISA Cardholders should safeguard the University credit cards at all times – Please refer to Exhibit B (PDF) .VISA credit cards of the University must be used exclusively for University related business. Any personal expenses inadvertently charged to the College credit card must be reimbursed by check to the Business Office – Attention Sue Armstrong, AP Administrator within 5 days of receiving the statement.The University credit card may be used for miscellaneous supplies, small equipment, dues, memberships, conference registration, and various travel charges. Sales tax is not paid by the University and the tax exempt number is printed on the VISA card. The University does, however, pay tax on hotel rooms and meals. The card may not be used for payments to honorariums, for 1099 services, gifts, donations, capital purchases (greater than $1,000), personal items, cash withdrawals, tuition payments, alcohol, drugs, or illegal activity. If the purchase is questionable, please contact Sue Armstrong, AP Administrator at the Business Office – ext. 7369.Statements will be received monthly by cardholders. Original receipts must be attached for every purchase. The receipt must contain a description of what was purchased, a date of purchase, and the dollar amount that supports the VISA charge. If a receipt is missing or was never obtained then an attempt must be made to get the receipt from the vendor. If the receipt is not available, then the cardholder must fill out a “Missing Receipt Affidavit” and attach with the other receipts. The required form is attached to the policy as Exhibit A (PDF). Cardholders will be responsible for properly indicating the expense accounts to be charged for each VISA purchase.All statements with the accompanying receipts including any missing receipt affidavits must be approved by the cardholder to indicate that the charges are accurate and for University-related business, The cardholder is also responsible for writing the general ledger codings beside the individual VISA transactions, Once this is complete, the VISA cardholders must forward their VISA statements to their immediate supervisor(s) to approve their credit card statement(s) to ensure that all receipts have been attached, Approvals will also indicate that the charges are approved, the cardholder was authorized to make the purchase, and that the purchase was in accordance with University policy. For department chairs, please have the statement signed by another member of the department. In the case where only one faculty member has charge of a given account, any charge over $500 will also be signed by the appropriate division coordinator. Obvious travel charges (for example: airfare, hotels, travel agents) to 2100 May Term accounts will not require second signatures. The Business Office will consult the faculty cardholder in any case where it finds that the type of charge or need for a second signature is not clear. Approved statements with the accompanying receipts are due to the Business Office by the 20th of the month attention Sue Armstrong, AP Administrator, Sue will review the general ledger codings written by the individual cardholders based on their purchase(s) and will prepare the VISA journal entry for the month. If the card is used for purchases in excess of $1,000, it will require the signature of the Dean of the College/Vice President of Academic Affairs.Resolving disputes and billing errors should first be attempted with the vendor and then notify VISA in writing if not satisfactorily resolved, The cardholder must ensure that credit was subsequently issued for any disputed item or billing error. The cardholder should never accept cash in lieu of a credit to a credit card account.Misuse of the card will result in revocation of the card and possible disciplinary action up to termination, Participation in this program is to be considered a privilege and it is expected that these policies will be followed
The Vice President for Business and Finance is responsible for overall administration of this policy. Employees who hold a University VISA card are responsible for ensuring that their use of the credit card complies with established policies and purchases are verified and reconciled monthly.