Number: 
03-100-201
Type: 
Other
Policy Steward: 
Fiscal Policy Officer
Format Updated: 
DONE
University Policy & Standards Converted: 
DONE
Status: 
Current
Revision Date: 
Tuesday, January 30, 2018

This information replaces FIS 004 Frequently Asked Questions and is a collection of FAQs previously maintained on the OSU Shared Services and Business Affairs websites.  These FAQs will eventually be consolidated into a single resource on this site

 

Business Center FAQs are maintained on the OSU Shared Services website.

 

Frequently Asked Questions (FAQs) related to the Fiscal Policy Manual or general accounting practices

 

Accounts Payable
Hosting

Q 1.1 Can the office pay for a cake to celebrate the birth of a co-worker's baby? 
A No. that is considered personal.

Q 1.2 Our co-worker is retiring. Can we pay for a cake? 
A No, a recent change in policy prohibited this type of expenditures.

Q 1.3 Our Dean wants to send Holiday cards for all of the alumni and donors, can our department reimburse the expense? 
A Not through the University. When the main purpose would be to solicit donations, the expense must be directly paid by the foundation. It cannot be paid on a pass-through index.

Q 1.4 Our department wants to order pizza for a staff meeting? Can the department pay for it? 
A These types of expenses are looked at very closely and each invoice is reviewed carefully. Full text including Who (attendees), What (business purpose/benefit to OSU), When (timeframe), Where (location of meeting), and Why (justification for providing the lunch). All of this information needs to be included in the text and any documentation attached to the invoice.

Q 1.5 Our department took a job candidate to dinner. Why was only a portion of the meal allowed? 
A There are limits for hosting (effective 11/1/05).

  • Breakfast..... $12.00
  • Lunch.......... $18.00
  • Dinner......... $30.00
  • Gratuities are allowed, up to 15%
Invoice Processing

Q 2.1 What is the status of invoice I1234567? 
A In Banner, go to FOIDOCH. This takes you to a screen that will show the status of invoices, checks, and purchase orders. Use INV for doc type for invoices.

  • For an invoice, C = complete, waiting to be approved
  • A = approved, waiting to be paid
  • P = paid or
  • X = cancelled
    • Blank = the document is incomplete and cannot be approved until it has been completed. A blank field may also indicate it has been disapproved with changes requested. Be sure to check your disapproval messages daily.
    • When the check is posted in Banner, the check number will print in the check status box.
    • F = the vendor has deposited the check and it has been "reconciled" on the Controller's bank reconciliation statement.
  • X = the check has been cancelled
  • Blank = the check is still in the mail or in the hands of the vendor.

Q 2.2 I input this invoice today. How soon will the check be mailed? 
A Depending on the due date input in Banner, the date invoice is received in Payables Office, and the approval date. If invoice is approved by Payables by the due date, payment will be made on the Monday, Wednesday or Friday after that date.

Q 2.3 I input this invoice on the 10th and set the payment due date for the 11th. Today is the 12th. Why hasn't the check been printed? 
A The date you set in Banner controls when the check will print after all the approvals are completed for that document.

  • Check FOIDOCH to determine if your document is marked "C" for complete, or "A" when all approvals are done in all the approval queues.
  • If you are in the approval screen, FOAUAPP, you can request Approval History in options column to see who has already approved the document and who still needs to approve it.

Q 2.4 Does my document have to be disapproved to add text? 
A No. Text can be added at anytime from the main menu by typing the form name FOATEXT.

Q 2.5 How can I tell if my document has been disapproved? 
A Disapproval messages will be found in the General Message form, GUAMESG. This screen can be checked at any time.

Q 2.6 What do I do if I need to send copies with the check? 
A Use "CTA" in the invoice field and change the Document indicators from "M" to "1". The original invoice will remain in Payables. Send a copy of the document you want to go with the check with the invoice.

Q 2.7 What information is included on the check? 
A Vendor name, address, date, payment amount and vendor number. The stub will show information from the vendor invoice # field, the date, Banner document # and payment amount.

Q 2.8 How can I tell if a check has been cashed? 
A Go to FOIDOCH screen in Banner. Use CHK for document type. "F" after check number = final payment. Reconciliation is complete and the check has been cashed.

Purchasing Card

Q 3.1 I understand that I need to complete both a Departmental Agreement and a User Agreement, and the original Department Agreement must be sent to Business Affairs Payables. What if I need to add a user later?
A Copies of both agreements must be kept on file by the Custodian of the card, to add a user, have them complete the required OUS Pcard Knowledge Test and then read and sign the Department’s copy of the User Agreement.   A copy of this signature sheet should then be sent to Business Affairs Payables to be added as an addendum to the original.

Q 3.2 How can I check my balances and charges posted to my card? 
A Call the customer service number at 1-800-344-5696 and enter your card number. The automated system will ask for your zip code. If you choose option 2, it will give you your account information.

Q 3.3 Do I need to wait until Payables issues payment to the bank for my balance to clear? 
A No. The balance on your card automatically clears on the 25th of the month (or the first working day after) at midnight.

Q 3.4 Our department has a program truck, boat, tractor, etc. Can the department pay for maintenance (i.e. oil changes) and repairs? 
A Yes, you may pay for program maintenance and repairs.  The Banner Vendor number must be used when the distribution is done as this will use a tax-reportable account code.

Q 3.5 I am paying for a conference registration with the Purchasing Card. The lodging for the conference is separate and payable to another entity. Can I pay this with the Purchasing Card? 
A No. Conference lodging must be part of the conference registration to the same vendor in the same payment.

Q 3.6 Can I use the purchasing card to purchase a computer? 
A Yes, as long as the purchase price does not exceed the capitalization threshold of $5,000 or a dollar value stipulated in a grant or contract that would be considered capital equipment).

Q 3.7 Can any travel-related expenses be charged to a purchasing card? 
A Use of a purchasing card is prohibited for travel costs (39000 account codes) with the exception of a conference hotel.

Q 3.8 Can I charge internet or network services provided by a non-university vendor on my purchasing card? 
A No, please see  - OSU FIS 1402-03: Communications: Internet Services and Other Mobile Devices  http://oregonstate.edu/dept/budgets/FISManual/FIS1402-03.htm

Q 3.9 Can I use my purchasing card for emergency repairs to a Transportation Services vehicle while traveling for the university? 
A Yes. Those charges must be documented and verified by Transportation Services. Transportation Services will reimburse the department for the costs.

Q 3.10 What is considered a "personal item"? 
A The following list are personal items that cannot be charged against State or Federal funds:

  • Alcoholic beverages
  • Business license fees
  • Candy, gums, mints, etc.
  • Cards: greeting, holiday, birthday, thank you, etc.
  • CDs, cassettes, books that are not text books or reference material, etc.
  • Coffee room supplies: coffee, tea, creamer, sugar, etc.
  • Dues, memberships, or professional certifications belonging to an individual
  • Flowers. See FIS 410-04
  • Gifts, gift certificates, gift wrap, gift wrap supplies. See OUS FASOM: 13.01 (F) (2) for exceptions.
  • Gratuities, tips, etc. See OUS FASOM: 13.01 (A) (2) for exceptions.
  • Personal accident insurance on rental vehicles rented in the United States, U.S. territories, or Canada.
  • Personal use items such as Aspirin, Ibuprofen, cold or allergy medications, Kleenex, deodorant, shampoo, etc.
  • Prescription glasses or goggles
  • Reimbursement to individuals for deposits on refundable containers.
  • Replacement or retrieval expenses for lost keys.
Signatures

Q 4.1 Why is it important to have the signature of the budget authority? 
A The budget authority takes responsibility that payment is accurate, allowable and appropriate.

Q 4.2 Can I use a signature stamp of the budget authority and then add my initials? 
A No. Only original signatures are accepted. No forgeries or stamps.

Q 4.3 What if either the claimant of the budget authority is out of town? Will a faxed copy be accepted? 
A Yes. Follow up by sending the document with original signatures when claimant or budget authority return.

Vendor Maintenance

Q 5.1 I need a new vendor set up in Banner and I am filling out the form. I know the vendor only has 3-4 employees. Should I mark the business as a small business? 
A No. Small business status is determined by more than the number of employees (gross sales, type of service/product, etc.). A business should know if they qualify for the small business category. Please do not guess. It can affect the funding the University receives.

Q 5.2 What is the easiest way to search for a vendor? 
A Searching by Tax I.D.# is probably the easiest. (FWITXID)

Q 5.3 Is there a way to search for an address on a particular vendor? 
A Search for an address on the FTMVEND screen. It will search only on whatever address line is entered in the query. You can search on a city or perhaps the street numbers. Remember to use the % wildcard.

Q 5.4 What does VP code mean? 
A Vendor payment - the only address option for paying vendors.

Q 5.5 Does it matter to outside funding sources (including the federal government) how much money we spend on certain types of businesses, such as minority-owned, small businesses, etc.? 
A Yes. Our funding from various sources depends on accurate reporting of this information.

Journal Vouchers

Q 6.1 What is one of the reasons for entering a JV into Banner? 
A To correct a prior transaction/liquidate an encumbrance or record service credits.

Q 6.2 Do I need to send a paper copy to AP for approval of a JV? 
A No. Approvals are done in Banner only. No paper audit is needed. Make sure Document Text includes the purpose of the JV. A contact name and phone number is also required.

 

Cashier's Office

* Have a question about tuition rates, billing, charges or holds?  Check out the Student Finance page for information on these topics and more.  Or contact us by emailing Cashiers.Office@oregonstate.edu.

Making Payments

WHEN IS MY BILL DUE?

  • Billing statements are available around the 5th of each month and are due upon receipt. Interest is assessed on unpaid balances following the 1st day of the next month.

WHEN IS INTEREST ASSESSED?

  • Interest is assessed monthly after the 1st of each month. Our interest rate is 12% APR which works out to be 1% per month.

HOW CAN I PAY?

  • OSU currently accepts eChecks, paper checks, cash, and Visa/MasterCard as methods of payment:
    • eCheck payments can be made online through eBill at http://mybill.oregonstate.edu.
    • Checks can be mailed, dropped off in our drop box either in Kerr Admin or brought directly to the Cashier's Office.
    • Cash payments can be made at the Cashier's Office in Kerr.
    • Students can use Student Online Services as a convenience option for making credit card payments.

HOW DO I PAY BY ECHECK?

  • To pay by eCheck the student or authorized user would need to log into the eBill site at http://mybill.oregonstate.edu and click on the pay icon. The system will then guide you through the process of making a payment. You will need to have your bank routing and account number available. Checking account information can be saved so that it does not need to be reentered each time you wish to make a payment.
  • If you have authorized other people to use eBill and eCheck, the authorized users will not be able to view your bank account information, nor will you be able to view theirs.
  • Please see the eBill website for more frequently asked questions about eBill/eCheck.

HOW DO I PAY WITH A CREDIT CARD ONLINE?

  • OSU offers Student Online Services as a convenience option for making credit card payments, students can opt out of this option by utilizing one of our other payment methods. Once you have logged on to Student Online Services, then:
    • Select Account Information
    • Select Credit Card Payment
    • Enter Credit Card Information and Submit
Refunds

HOW DO I GET MY FINANCIAL AID REFUND CHECK OR DIRECT DEPOSIT?

 

  • For information regarding refund checks please see our refund policy.

WHEN IS FINANCIAL AID MONEY AVAILABLE?

  • Fall, Winter and Spring Terms- The first day of classes each term, for those students who's financial aid we fully processed by the Wednesday prior to the start of the term. For the full schedule, please see our refund policy.

CAN YOU SEND ME MY ALTERNATIVE LOAN CHECK?

  • Yes, however OSU cannot be responsible for checks lost in the mail - you will need to contact your lender.

I LOST MY FINANCIAL AID REFUND CHECK, HOW DO I GET A REPLACEMENT?

  • You must complete a Lost Check Affidavit form (available at Window 13 in Kerr Admin Building). We are required to wait 10 business days before issuing a replacement check.

HOW DO I CONTACT THE FINANCIAL AID OFFICE?

Student Privacy

I WOULD LIKE SOMEONE OTHER THAN MYSELF (THE STUDENT) TO BE ABLE TO GET INFORMATION ON MY ACCOUNT, WHAT DO I NEED TO DO?

  • A Release of Confidential Student Records Form must be on file with the Student Accounts Office before student account information can be released to anyone other than the student. Release forms for academic year 2005-2006 (Summer Term 2005-Spring Term 2006) can be signed now at the Student Accounts Office in Kerr. Students may sign FERPA release forms for academic year 2006-2007 starting April 10, 2006.
  • Being an authorized user in eBill is not a substitute for having a valid FERPA release form on file. Even if student has set up an authorized user in eBill the student account office would still need a valid release form on file to discuss specific account information. Release forms signed at the Student Accounts Office only apply to student account information. Students seeking to release other student information should contact the department involved to determine that department's requirements for release of information.

I'M IN A STUDY ABROAD PROGRAM, HOW DO I SET UP POWER OF ATTORNEY SO THAT SOMEONE CAN HELP WITH MY FINANCES WHILE I'M OVERSEAS?

  • The Cashier's Office has a packet of information you can pick up.

WHAT IS A NOTARY PUBLIC?

  • Someone that has been licensed to provide official validation for authenticity of a signature for an official document. You must sign the document in the presences of the Notary Public, and have valid photo ID.
Study Abroad

I'M IN A STUDY ABROAD PROGRAM, HOW DO I SET UP POWER OF ATTORNEY SO THAT SOMEONE CAN HELP WITH MY FINANCES WHILE I'M OVERSEAS?

  • The Cashier's Office has a packet of information you can pick up.

WHAT IS A NOTARY PUBLIC?

  • Someone that has been licensed to provide official validation for authenticity of a signature for an official document. You must sign the document in the presences of the Notary Public, and have valid photo ID.
Check Cashing

CAN I CASH MY PAYROLL CHECK AT THE CASHIER'S OFFICE?

  • Yes, up to $500.

CAN I CASH A PERSONAL CHECK?

  • No.

 

Financial Accounting and Analysis

* Have a question not answered in our FAQs? Contact us directly with your question! For questions regarding Perkins Loans please email Student.Loans@oregonstate.edu. Otherwise email Accounts.Receivable@oregonstate.edu. We look forward to hearing from you.

General

Q 1.1 What is OSU's base year?
A Fiscal Year 2021 is the base year for OSU's next F&A rate proposal.

Q 1.2 What does it mean when something is capitalized?
A When an expenditure is capitalized, it is considered a depreciable item and useful life schedules are followed. Typical capitalized expenditures are those for buildings, major re-modeling projects and equipment.

Building Depreciation

Q 2.1 What is the depreciation schedule for buildings?
A The depreciation schedule for buildings is shown in the Capital Inventory Asset Code table within the FIS manual. There are 15 buildings that are depreciated based upon their componentized useful lives and capital value. All other buildings are depreciated based upon one useful life for the entire building.

Q 2.2 Are major re-model projects capitalized and depreciated?
A Major re-model projects are defined as those that cost greater than $100,000 and substantially improve the life of a building. An example would be a complete "re- do" of an office into laboratory space that costs $150,000. Again, OSU has established the depreciation schedule for these types of re-model projects, and the useful life is 20 years.

Equipment Purchases and Depreciation

Q 3.1 What is the depreciation schedule (useful life) for equipment?
A The depreciation schedule for equipment is shown in the Capital Inventory Asset Code table within the FIS manual. OSU's definition of equipment is found in our current F&A rate agreement--"tangible nonexpendable personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit."

Q 3.2 What equipment gets included for the depreciation calculation?
A OSU accepts the responsibility of depreciation expense for all assets except those that belong to Proprietary Funds, e.g., auxiliary enterprises and service centers. These units include their equipment depreciation in the rates charges for their services.

Q 3.3 Is there a depreciation schedule for computers?
A If a computer does not have a unit acquisition cost of $5,000 or more, it is not considered equipment, and is not subject to depreciation. These items are considered minor equipment. If a computer does have a unit acquisition cost of $5,000 or more, it is capitalized, and the useful life is five (5) years.

Q 3.4 What if I dispose of a piece of equipment before the end of its depreciation cycle? Does that depreciation get "collected" upon disposition of the equipment?
A Yes.

Effort Reporting and PAR Forms

Q 4.1 How do I record faculty committee work on a PAR form?
A According to OMB Circular A-21, "salaries and fringe benefits attributable to the administrative work (including bid and proposal preparation) of faculty (including department heads), and other professional personnel conducting research and/or instruction, shall be allowed at a rate of 3.6 percent of modified total direct costs." The allowance is added to the computation of the F&A cost rate, and OSU is not required to provide documentation to support the allowance. OSU considers faculty committee work covered within this 3.6% allowance. Keep in mind that OSU's policy on Personnel Activity Reporting stipulates that PAR forms and labor distribution must be corrected when "substantial changes" are made in the employee's effort. Substantial change is defined as "in excess of plus/minus 5 percent". The policy and associated procedure is found at the following website: http://oregonstate.edu/dept/fa/manuals/gcg/211

Q 4.2 Who gets a PAR form at OSU?
A Any faculty and staff (including Graduate Research Assistants and Graduate Teaching Assistants) that performed any paid or cost-shared effort on grants, contracts or state-wide public service projects during a term will receive a PAR form. The PAR form is used to verify and certify professional effort on sponsored programs, and is done on a quarterly basis. Student effort on sponsored programs is verified and certified on monthly timesheets, and is maintained at the department level.

Space Survey

Q 5.1 How does the annual space survey fit into the F&A rate proposal process?
A Information from the space survey is used for many purposes--classroom planning and scheduling, master planning for OSU, State and City of Corvallis, and the F&A rate proposal process. Space codes are used to determine how the Building Depreciation, Equipment Depreciation and Operations and Maintenances indirect cost pools are allocated to the four functions of organized research, other sponsored activities, instruction and other institutional activities. OSU's space survey is conducted annually, and the entire campus is surveyed.

Q 5.2 The space survey is intended to capture data for an entire fiscal year's use. What if my project only uses a lab for 6 months of the year?
A The space would be "annualized" for the fiscal year, and therefore that project would only be using space 50% of the fiscal year. Space should be coded as 50% organized research and 50% for instruction/department research.

Q 5.3 My research project doesn't allow F&A costs--do I still categorize my use of space for that project as organized research?
A Yes.

Computer Network Expenses

Q 6.1 How do computer network expenses get captured in the F&A rate proposal process?
A Costs such as the Community Network charges should be treated as a departmental administration expense. The function of an expense determines where it goes in the calculation process, and the use of Community Network hook- ups cannot be easily identified between research, other sponsored activities, instruction, other institutional activities, and department administration. Therefore it is appropriate to treat these costs as F&A expenses. Look at the chart entitled "Identifying and Assigning an Individual Cost". There are some Colleges (e.g., Forestry) that have their computer network established as a service center. This is appropriate because they establish an annual rate and charge all users the same rate (e.g., a grant in the College of Forestry is charged the same for computer network usage as an accountant in the Dean's Office). This type of operation would be considered a service center in OSU' Cost Accounting Standards (CAS) Disclosure Statement, and service center policies and procedures must be followed. In the F&A rate proposal, service centers are categorized as an Other Institutional Activity (OIA).

Cost Accounting Standards

Q 7.1 What is a Cost Accounting Standards (CAS) Disclosure Statement?
A The 1996 revision to OMB Circular A-21 included a requirement for submission of a cost accounting disclosure statement by all universities that receive $25M or more in Federally sponsored agreements. This disclosure statement (called a DS- 2) is submitted to the Department of Health and Human Services (DHHS). OSU was one of the first universities to submit a DS-2 and receive approval. The DS-2 describes how OSU generally operates, how it treats certain costs and functions, and how it meets the four cost accounting standards outlined in OMB Circular A-21.

Q 7.2 What are the four Cost Accounting Standards?
A The four cost accounting standards are: (1) consistency in estimating, accumulating and reporting costs; (2) consistency in allocating costs incurred for the same purpose; (3) accounting for unallowable costs; and (4) cost accounting period (note: OSU uses its fiscal year for its cost accounting period).

Cost Sharing

Q 8.1 Does volunteer time--used as cost sharing or matching--get counted in the F&A rate calculation?
A No. Only those costs that are recorded in BANNER are included in the calculation. The F&A rate calculation is based upon the audited financial statement of expenditures during OSU's base year. If an OSU expense is incurred during the base year, it gets counted in the calculation in some manner.

Expenditures

Q 9.1 How do I know what the proper index is for an expense?
A The function of an expense should dictate where the cost is recorded. For example, if a travel expense is made for the purpose of reporting the results of a sponsored project, it gets charged to the sponsored project index. If the travel expense is made for the purpose of learning new ways for administering sponsored projects, it gets charged to a departmental administration index. If the travel expense is made for the purpose of learning new ways to teach physics, it gets charged to an instruction index.

Q 9.2 Where do I charge alumni activity costs?
A There are four options for charging alumni activity costs: (1) using E&G funds that have an Org xxx640 are designated as Development Support; (2) using FS indexes that end in a "V" (e.g., FSxxxV); (3) using gift indexes that end in a "V" (MxxxxV); (4) sending bills directly to the Foundation.

OMB Circular A-21

Q 10.1 What are the four major functions of a university, as defined in A-21?
A OMB Circular A-21 defines the major functions of an institution as instruction, organized research, other sponsored activities and other institutional activities. The following definitions come directly from OMB Circular A-21: Instruction means the teaching and training activities of an institution. Except for research training as provided in subsection b, this term includes all teaching and training activities, whether they are offered for credits toward a degree or certificate or on a non credit basis, and whether they are offered through regular academic departments or separate divisions, such as a summer school division or an extension division. Also considered part of this major function are departmental research, and, where agreed to, university research.

Sponsored instruction and training means specific instructional or training activity established by grant, contract, or cooperative agreement. For purposes of the cost principles, this activity may be considered a major function even though an institution's accounting treatment may include it in the instruction function.

Departmental research means research, development and scholarly activities that are not organized research and, consequently, are not separately budgeted and accounted for. Departmental research, for purposes of this document, is not considered as a major function, but as a part of the instruction function of the institution.

Organized research means all research and development activities of an institution that are separately budgeted and accounted for. It includes:

Sponsored research means all research and development activities that are sponsored by Federal and non Federal agencies and organizations. This term includes activities involving the training of individuals in research techniques (commonly called research training) where such activities utilize the same facilities as other research and development activities and where such activities are not included in the instruction function.

University research means all research and development activities that are separately budgeted and accounted for by the institution under an internal application of institutional funds. University research, for purposes of this document, shall be combined with sponsored research under the function of organized research.

Other sponsored activities means programs and projects financed by Federal and non Federal agencies and organizations which involve the performance of work other than instruction and organized research. Examples of such programs and projects are health service projects, and community service programs. However, when any of these activities are undertaken by the institution without outside support, they may be classified as other institutional activities. Other institutional activities means all activities of an institution except:

instruction, departmental research, organized research, and other sponsored activities, as defined above;

F&A cost activities identified in Section F; and

specialized service facilities described in Section J.47. Other institutional activities include operation of residence halls, dining halls, hospitals and clinics, student unions, intercollegiate athletics, bookstores, faculty housing, student apartments, guest houses, chapels, theaters, public museums, and other similar auxiliary enterprises. This definition also includes any other categories of activities, costs of which are "unallowable" to sponsored agreements, unless otherwise indicated in the agreements.

Q 10.2 What's the difference between organized research and departmental research?
A OMB Circular A-21 defined organized research as "all research and development activities of an institution that are separately budgeted and accounted for." It includes sponsored research, which is all "research and development activities that are sponsored by Federal and non Federal agencies and organizations", and university research, which is "all research and development activities that are separately budgeted and accounted for by the institution under an internal application of institutional funds." Examples of university research would be OSU's Centers and Institutes and all of the projects funded under the Hatch Act, the McIntire-Stennis Act, and their matching components.

OMB Circular A-21 defines departmental research as "research, development and scholarly activities that are not organized research and, consequently, are not separately budgeted and accounted for." It goes on to say that departmental research, for purposes of the F&A rate calculation, is considered to be part of the instructional function. Examples of departmental research would be faculty start-up monies.

Q 10.3 What are the nine (9) F&A cost pools?
A The nine F&A cost pools are divided between Facilities and Administration. OMB Circular A-21 defines these as follows: "'Facilities' is defined as depreciation and use allowances, interest on debt associated with certain buildings, equipment and capital improvements, operation and maintenance expenses, and library expenses. `Administration' is defined as general administration and general expenses, departmental administration, sponsored projects administration, student administration and services, and all other types of expenditures not listed specifically under one of the subcategories of Facilities (including cross allocations from other pools)."

Program Codes

Q 11.1 How do OSU's program codes relate to the major functions and F&A cost pools outlined in OMB Circular A-21?
A The BANNER program codes are designed to fit within these categories. The Fiscal Operations Manual has a description of OSU's program codes. The website is: http://oregonstate.edu/dept/budgets/FISManual/FIS1405-02.htm. A visual representation of how the most commonly used program codes can be found on slide 13 of the staff training materials.

Vendor Maintenance

Q 12.1 I need a new vendor set up in Banner and I am filling out the form. I know the vendor only has 3-4 employees. Should I mark the business as a small business? 
A No. Small business status is determined by more than the number of employees (gross sales, type of service/product, etc.). A business should know if they qualify for the small business category. Please do not guess. It can affect the funding the University receives.

Q 12.2 What is the easiest way to search for a vendor? 
A Searching by Tax I.D.# is probably the easiest. (FWITXID)

Q 12.3 Is there a way to search for an address on a particular vendor? 
A Search for an address on the FTMVEND screen. It will search only on whatever address line is entered in the query. You can search on a city or perhaps the street numbers. Remember to use the % wildcard.

Q 12.4 What does VP code mean? 
A Vendor payment - the only address option for paying vendors.

Q 12.5 Does it matter to outside funding sources (including the federal government) how much money we spend on certain types of businesses, such as minority-owned, small businesses, etc.? 
A Yes. Our funding from various sources depends on accurate reporting of this information.

 

Payroll
 
Student Finance

Have a question not answered in our FAQs? Contact us directly with your question! For questions regarding Perkins Loans please email Student.Loans@oregonstate.edu. Otherwise email Accounts.Receivable@oregonstate.edu. We look forward to hearing from you.

Charges to Student Accounts

WHAT ARE THE TUITION AND FEE RATES?

  • Please see the Tuition Information page.

WHAT ARE ALL THE DIFFERENT TYPES OF MANDATORY FEES?

  • All degree seeking students pay the Building, Incidental, Technology, Student Health Service and Counseling Service fees each term. Descriptions of these fees are as follows:
    • Building Fee- A Fee assessed each term to all students attending Oregon University System colleges and universities. The funds are pooled on a statewide basis from which building projects are funded for non-instructional buildings. These projects include recreational and student union types of buildings.
    • Incidental Fee- A fee assessed each term to all OSU students. Rates vary by institution, and are established at OSU by a committee with student representation. The committee responds to requests for allocation of funds from student groups, athletics and the operation of the student union. Committee appropriations are approved by the President.
    • Technology Fee- A fee assessed each term to all students designated for technology oriented projects providing services to students. Funding has made possible the expansion of student computer labs on campus and providing access to the computer center, web, and email to all labs and residence halls.
    • Counseling/Health Service Fees- Are fees which are assessed of all students each term. Rates are established on each campus and vary, depending upon such factors as enrollment, level of service offered to students, and operation costs of the facilities. The fee entitles the student to avail himself or herself of the health care and counseling services offered. It is required as a prerequisite to purchasing student health insurance. The fee is not health insurance.

I HAVE MY OWN HEALTH INSURANCE MUST I PAY THE STUDENT HEALTH SERVICE FEE?

  • Yes, the Student Health Service fee is mandatory for all degree seeking students.

WHAT ARE RESOURCE FEES?

  • Certain departments on campus have elected to assess all of their students resource fees each term. A list of the departments requiring these fees can be found at our Student Fees page.

WHAT ARE COURSE FEES?

  • Certain courses require an additional fee to cover specific, tangible goods or services received in conjunction with taking a specific class. Any course with a specific course fee will list the additional fee in the Schedule of Classes.

WHAT IS AN UNDERGRADUATE MATRICULATION FEE?

  • New undergraduates are charged a one-time fee at the start of their first term at OSU. This fee provides access to a variety of OSU programs and services at no additional charge. Programs and services included in the fee include, but are not limited to, open house programs, START, CONNECT, Odyssey, pre-enrollment advising, course drop/add/withdrawal, and official transcripts.

WHAT MANDATORY FEES ARE CASCADES CAMPUS STUDENTS REQUIRED TO PAY?

  • Cascades campus students pay all of the mandatory fees with the exception of the Student Health Service and Counseling Service fees.

I AM A NON DEGREE SEEKING STUDENT TAKING 8 CREDITS OR LESS WHAT FEES AM I REQUIRED TO PAY?

  • Non degree seeking students taking 8 credits or less are required to pay all mandatory fees except the Student Health Service and Counseling Service Fees.

MUST I PAY THE MANDATORY FEES WHEN I AM ON INTERNSHIP OR NOT ON CAMPUS?

  • Non degree seeking students taking 8 credits or less are required to pay all mandatory fees except the Student Health Service and Counseling Service Fees.

I HAVE A CHARGE ON MY ACCOUNT THAT SAYS "REFUND TUITION/SCHOLARSHIP", WHAT DOES THIS MEAN?

  • A line item with a description reading "Refund Tuition/Scholarship" indicates that a refund check or direct deposit is in process for your account.

HOW DO I DISPUTE A CHARGE ON MY ACCOUNT?

  • To dispute a charge you must contact the charging entity, as they have the detailed information regarding the origination of the charge (i.e. Pharmacy charges, contact Student Health Department; Meal plan charge, contact Housing and Dining Services; Grade change or Late registration fee, contact Registrar's office; Late or lost book fees, contact Valley Library). The charging department will contact Student Finance when a dispute has been resolved, and process a correction if required. Students disputing a charge should inform the charging department within 60 days of the date of the billing. This ensures that the account is kept up-to-date. It is best to submit your dispute in writing, and follow-up on the status of the dispute within 30 days.

I BELIEVE THAT MY RESIDENCY STATUS IS INCORRECT, WHAT SHOULD I DO?

Billing Statements/eBill

WHEN IS MY BILL DUE?

  • Billing statements are available around the 5th of each month and are due upon receipt. Interest is assessed on unpaid balances following the 1st day of the next month.

WHEN IS INTEREST ASSESSED?

  • Interest is assessed monthly after the 1st of each month. Our interest rate is 12% APR which works out to be 1% per month.

WHERE IS MY STATEMENT BEING MAILED?

  • Current students receive all of their billing statements electronically through eBill. Paper statements are not sent out to currently enrolled students. When an eBill is issued the student receives an email to their ONID email address letting then know that their statement is ready to view. The student can then log on to the eBill website at http://mybill.oregonstate.edu to view, print or even pay online via eCheck. More information about eBill along with frequently asked eBill questions can be found on the eBill website.
  • Students that are not currently enrolled and do not have an active ONID email address will receive paper billing statements by mail. These statements are generally sent to the student's current mailing address on file unless the student provides an alternate billing address.

CAN MY PARENT OR ANOTHER PERSON ALSO RECEIVE A COPY OF MY EBILL?

  • Students can set up a parent or other third party as an authorized user in eBill. Authorized users are emailed their own username and password so that they can go in and view, print or make payments online using eCheck. Authorized users also receive email notification just like the student when billing statements are available to view.
  • To set up an authorized user in eBill the student would log onto the eBill site at http://mybill.oregonstate.edu, click on the authorized users tab and follow the instructions. Once the student has completed this step an email is sent to the authorized user with the authorized user's user name and password. Students can have as many authorized users as they wish.
Making Payments on Student Accounts

HOW CAN I PAY?

  • OSU currently accepts eChecks, paper checks, cash, and Visa/MasterCard as methods of payment.
    • eCheck payments can be made online through eBill at http://mybill.oregonstate.edu.
    • Checks can be mailed, dropped off in our drop box either in Kerr Admin or brought directly to the Cashier's Office.
    • Cash payments can be made at the Cashier's Office in Kerr.
    • Students can use Student Online Services as a convenience option for making credit card payments.

HOW DO I PAY BY ECHECK?

  • To pay by eCheck the student or authorized user would need to log into the eBill site at http://mybill.oregonstate.edu and click on the pay icon. The system will then guide you through the process of making a payment. You will need to have your bank routing and account number available. Checking account information can be saved so that it does not need to be reentered each time you wish to make a payment.
  • If you have authorized other people to use eBill and eCheck, the authorized users will not be able to view your bank account information, nor will you be able to view theirs.
  • Please see the eBill website for more frequently asked questions about eBill/eCheck.

HOW DO I PAY WITH A CREDIT CARD ONLINE?

  • OSU offers Student Online Services as a convenience option for making credit card payments, students can opt out of this option by utilizing one of our other payment methods. Once you have logged on to Student Online Services, then:
    • Select Account Information
    • Select Credit Card Payment
    • Enter Credit Card Information and Submit
Financial Aid Refunds

I HAVE A CHARGE ON MY ACCOUNT THAT SAYS "REFUND TUITION/SCHOLARSHIP", WHAT DOES THIS MEAN?

  • A line item with a description reading "Refund Tuition/Scholarship" indicates that a refund check or direct deposit is in process for your account.

WHY DOES MY FINANCIAL AID REFUND LOOK LIKE A CHARGE ON MY ACCOUNT?

  • A refund check is issued because there has been an overpayment on an account. Refund checks appear as a charge to offset the overpayment.

HOW DO I GET MY FINANCIAL AID REFUND CHECK OR DIRECT DEPOSIT?

  • For information regarding refund checks please see our Refund Policy.

HOW DO I SET UP DIRECT DEPOSIT?

  • Students can sign up for direct deposit through their account at Student Online Services. The direct deposit form can be found by logging onto Student Online Services, selecting "Personal Information" and then "View or Update Direct Deposit Authorization." Students wishing to set up direct deposit for refund checks should fill out the section labeled "Student Accounts/Employee Payables". 
  • It takes approximately one week to set up direct deposit for refunds. If a refund is issued during the one week processing time it will be issued as a check.

WHEN IS FINANCIAL AID MONEY AVAILABLE?

  • Fall, Winter and Spring Terms- The first day of classes each term, for those students who's financial aid we fully processed by the Wednesday prior to the start of the term. For the full schedule, please see our Refund Policy.

CAN YOU SEND ME MY ALTERNATIVE LOAN CHECK?

  • Yes, however OSU cannot be responsible for checks lost in the mail - you will need to contact your lender.

I LOST MY FINANCIAL AID REFUND CHECK, HOW DO I GET A REPLACEMENT?

  • You must complete a Lost Check Affidavit form (available at Window 13 in Kerr Admin Building). We are required to wait 10 business days before issuing a replacement check.

HOW DO I CONTACT THE FINANCIAL AID OFFICE?

Student Privacy (FERPA)

WHAT IS FERPA?

  • FERPA stands for Family Educational Rights and Privacy Act. Release of student records at Oregon State University is bound by federal law (FERPA), the Oregon Revised Statutes and by the Oregon Administrative Rules. FERPA restricts the type of information the university can share with students, individuals (including parents) and entities outside Oregon State University; unless specifically authorized, in writing, by the student. Authorization forms are available at the Student Account windows in the Kerr Administration Building.

I WOULD LIKE SOMEONE OTHER THAN MYSELF (THE STUDENT) TO BE ABLE TO GET INFORMATION ON MY ACCOUNT, WHAT DO I NEED TO DO?

  • A Release of Confidential Student Records Form must be on file with the Student Accounts Office before student account information can be released to anyone other than the student. Release forms for academic year 2005-2006 (Summer Term 2005-Spring Term 2006) can be signed now at the Student Accounts Office in Kerr. Students may sign FERPA release forms for academic year 2006-2007 starting April 10, 2006.
  • Being an authorized user in eBill is not a substitute for having a valid FERPA release form on file. Even if student has set up an authorized user in eBill the student account office would still need a valid release form on file to discuss specific account information. Release forms signed at the Student Accounts Office only apply to student account information. Students seeking to release other student information should contact the department involved to determine that department's requirements for release of information.

I'M IN A STUDY ABROAD PROGRAM, HOW DO I SET UP POWER OF ATTORNEY SO THAT SOMEONE CAN HELP WITH MY FINANCES WHILE I'M OVERSEAS?

  • The Cashier's Office has a packet of information you can pick up.

WHAT IS A NOTARY PUBLIC?

  • Someone that has been licensed to provide official validation for authenticity of a signature for an official document. You must sign the document in the presences of the Notary Public, and have valid photo ID.
Perkins Loans

WHAT DOES THE OSU BUSINESS AFFAIRS/STUDENT LOAN OFFICE DO?

  • We administer the Federal Perkins Loan program, the OSU Institutional Loan program, and the OSU Pharmacy Professional Loan program.

WHAT IS A FEDERAL PERKINS LOAN?

  • Federal Perkins Loan is a low-interest loan for both undergraduate and graduate students with financial need. OSU administers the Federal Perkins Loan program in compliance with regulations established and monitored the U.S. Department of Education. This program depends upon payments made by former OSU students to provide most of the money it lends to current students. Federal Perkins Loans have a fixed interest rate of 5%, which begins to accrue 9 months after the borrower ceases to be at least a half-time student. These loans carry a number of deferment and cancellation provisions.

WHERE DO I SIGN MY FEDERAL PERKINS LOAN PROMISSORY NOTE?

  • All promissory notes are completed online. The Office of Financial Aid and Scholarships will send an email to your ONID account with a link to ECSI and instructions on how to complete the process.

WHY HASN'T MY FEDERAL PERKINS LOAN GONE IN TO MY STUDENT ACCOUNT?

  • There are many reasons why a loan has not been disbursed to a student's account, but the most common reasons are:
    • The student has not signed the promissory note;
    • The student is not enrolled full time;
    • Financial Aid has placed a hold on the student's financial aid

WHAT DO I DO WHEN I LEAVE OSU?

  • During your last term at OSU, please stop by the Kerr Administration Building, Window 16. You will be given information about completing your Exit Interview online. The Exit Interview provides you with all the important information for repaying your loan and keeping your account in good standing. We will also answer any questions you may have about your Perkins Loan rights and responsibilities.
  • It is also your responsibility to notify the OSU Student Loan Office when you change your address. The contact information is:

OSU Student Loan Office 
P.O. Box 1086 
Corvallis, OR 97339-1086.

(541) 737-3778

student.loans@oregonstate.edu

WHEN DO I BEGIN REPAYING MY FEDERAL PERKINS LOAN?

  • Repayment on your loan will begin nine months after you cease to be enrolled in at least a half-time course of study. During this "grace period" payments need not be made and interest will not accrue. When the grace period expires, principal and interest will begin to accrue and your first payment will be due the next month. Our billing service will send you a notice when your grace period has expired (See Q 7.4 below).

HOW MUCH WILL MY PAYMENTS BE?

  • Repayment of your Federal Perkins Loan is based upon the total amount you borrowed. The minimum payment is $40.00/month. There is a maximum 10-year repayment period; therefore your monthly payments may be higher depending upon the total amount of your loan. For your payment amount, refer to your Student Loan Repayment Schedule. Please note that this schedule may be invalidated by submission of forms requesting deferment or cancellation, or by making late payments. You may prepay all or any part of your loan at any time without a penalty. Any overpayment or prepayment is applied to principal only, unless you request otherwise. Any payment made during your grace period or while eligible for a deferment will save you money as no interest is charged.

HOW WILL I BE BILLED?

  • Payments are due on the 15th of every month. A bill will be mailed approximately 15 days before each due date. Returning the bottom portion of your bill is recommended. If that is not possible, please put your Student ID number, or the last four of your social security number, on your check to ensure proper application to your account.
  • If you are interested in having your payment automatically deducted from your checking or savings account, please contact ECSI.
  • OSU partners with a billing service named ECSI (Educational Computer Systems, Inc.). Below is their contact information:

Oregon State University 
C/o ECSI 
181 Montour Run Rd 
Coraopolis PA 15108-9408

(888) 549-3274

www.ecsi.net

OSU's School Code: 80

WHAT IF I HAVE A FEDERAL PERKINS LOAN FROM ANOTHER SCHOOL?

  • If you have a Federal Perkins Loan at another institution, you may request to have your minimum payment divided proportionately between the two loans. The loans are still separate and separate payments must be made. For example, if you have a $1,000 loan at OSU and a $1,000 loan at another institution, your payment to OSU can be adjusted to $20.00 and your payment to the other institution to $20.00 (based on $40.00/month minimum payment). Before this adjustment can be made, documentation of the other loan must be sent to both schools.

WHAT IF I CAN'T MAKE MY LOAN PAYMENTS?

  • If you are unable to make your payment by the date due, it is very important that you contact the Student Loan Office immediately. We will cooperate with you in every way possible. If you should become ill, or have a financial emergency, you may be allowed to make reduced payments--or in cases of extreme financial hardship--defer your payments temporarily. Interest will continue to accrue during this period. The longer you wait to contact us regarding any problem you have, the larger that problem will become.

WHAT HAPPENS IF I DON'T MAKE MY PAYMENTS AND DON'T CONTACT THE OSU BUSINESS AFFAIRS/STUDENT LOAN OFFICE?

  • A late charge is assessed when a payment is more than 10 days past due. A late charge may also be assessed when deferment or cancellation documentation is submitted late. A hold will be placed on your academic transcript and additional financial aid until the past-due portion of your loan is cleared. Your State of Oregon Income Tax refund may be intercepted and applied to your past-due account. If you do not respond to our internal collection efforts, your account will be referred to an outside collection agency. If this happens, your loan is accelerated. This means the entire unpaid balance of your loan becomes due and payable, together with all accrued interest, late charges, collection costs, and legal fees. Once your account has been referred to an outside collection agency, you must deal directly with them rather than OSU.

WHAT CAN I DO IF I DEFAULT ON MY FEDERAL PERKINS LOAN?

  • If you default on your Federal Perkins Loan, you may rehabilitate your defaulted loan by requesting the rehabilitation and by making an on-time, monthly payment, as determined by OSU, each month for nine consecutive months. If you successfully rehabilitate your Federal Perkins Loan, you will again be subject to the terms and conditions and qualify for the benefits and privileges of your original promissory note and the default will be removed from your credit history. You can rehabilitate a defaulted Federal Perkins Loan only once.

WHAT IF I DISPUTE MY FEDERAL PERKINS LOAN?

  • If you dispute the terms of your Federal Perkins Loan in writing and OSU is unable to resolve the dispute, you may seek the assistance of the Department of Education's Student Loan Ombudsman. The Ombudsman will review and attempt to informally resolve your dispute and may be reached at 1-877-557-2575.

CAN I CONSOLIDATE ALL OF MY STUDENT LOANS?

  • A number of private financial institutions offer a student loan consolidation program. Consolidation may be available to you if your eligible student loans total more than $7,500. This service permits borrowers to reduce monthly payments and pay only one lender for all their student loans. Consolidation lowers monthly payments, but increases the total loan repayment amount because of a longer repayment period.
  • Contact the Student Loan Office if you are considering consolidation or have any questions about the consolidation of your Perkins Loan. We will inform you of any cancellation benefits that would be lost if your loan is consolidated.

WHAT IF I AM AN ARMED FORCES RESERVIST AND I'M CALLED TO ACTIVE DUTY?

  • Your initial nine-month grace period excludes any period during which you are a member of a reserve component of the Armed Forces named in section 10101 of Title 10, United States Code, and you are called or ordered to active duty for a period of more than 30 days. Any single period excluded from your grace period may not exceed three years and includes the time necessary for you to resume enrollment at the next available, regular enrollment period. You must notify OSU of the beginning and ending dates of your service.
  • You may also defer your loan if you are a regular member of the Armed Forces and are assigned to a duty station at a location other than the duty station at which you are normally assigned, in connection with a war, military operation, or national emergency (Loans received July 1, 2001 and after)
  • In addition, the Department of Defense administers a program whereby certain branches of the Armed Forces will repay a designated portion of a student loan when a borrower enlists or re-enlists. Repayment will be made after each complete year of satisfactory service.

HOW DO I DEFER PAYMENTS ON MY FEDERAL PERKINS LOAN?

  • Principal need not be paid and interest will not accrue during a period when our office is officially notified of a qualifying event. Please see Perkins Loan Program Deferments.

HOW CAN I CANCEL MY FEDERAL PERKINS LOAN?

  • The National Defense Education Act and subsequent amendments provide for full or partial cancellation of loans under the certain circumstances. Please see Perkins Loan Program Cancellations.
Emergency Loans

HOW DO I GET AN EMERGENCY LOAN?

  • An emergency loan application can be picked up at the Student Finance window (window 13), the Cashier window or in the lobby of the Kerr Admin Building. Complete application then remit to the Cashier window for determination of eligibility. If eligibility is denied you may submit original application and a letter of appeal to Student Finance (window 13). Appeal requests will be reviewed for exception within 2 business days. Petitions for students with outstanding emergency loans may not be considered.
Holds

WHY IS THERE A HOLD ON MY ACCOUNT AND HOW CAN I GET THE HOLD REMOVED?

  • The Collection Department places holds on accounts for several reasons.
  • The hold codes are BR, BB, BP and BC.
  • BR is a hold blocking registration. The hold is placed on a current students account if their student account current billed balance is over $2200.00 at the time registration begins for a term. The BR registration hold is removed when the students current billed account balance is paid down to $2200.00. Please note: Beginning with Winter Term students will need to have a balance of $2,200.00 or less to be able to register and their outstanding balance will need to be only from the two most recent terms. For more infomation please see Important Information Regarding Registration.
  • BB is a hold blocking registration and transcripts placed on a Cascade Campus student who has a current billed balance at the start of registration for a term. The BB or Cascades Campus hold is removed when the students current billed balance is paid in full.
  • BP is a hold blocking the release of transcripts when a currently enrolled student has a prior term billed balance owing on their student account. The BP hold will be removed when the student has paid the prior term billed balance owing on their student account.
  • BC is a collection hold. The BC hold means the student must pay their student account balance in full for registration or transcripts. This may also mean that OSU has placed the student account with an outside collection agency; which requires the OSU balance plus any additional collections to be paid before the hold can be removed. The student must contact the Collection Department to confirm the balance owing at 541-737-3002 or 1-800-858-1061.
  • The BC hold may also pertain to a student owing a Federal Perkins Loan. The loan must be in good standing and may need to be discussed with the Collection Department before the hold will be removed. Call 541-737-3002 or 1-800-432-6318 for help with a Perkins Loan hold.

WHY DO I HAVE AN INSURANCE HOLD?

  • Check with OSU Student Health Services. The Business Affairs office does not administer that particular hold.

WHY DO I HAVE AN ADMISSIONS HOLD?

  • Check with OSU Admissions Office. The Business Affairs office does not administer that particular hold.

I AM A CURRENT STUDENT, WHY CAN'T I REGISTER?

  • You may have "hold" on your account, which requires you to do something to remove it. A registration hold generally exists because your student account exceeds $2200 limit. OSU policy requires that you pay your account down to at least $2200 before you can register for the next term. Please note: Beginning with Winter Term students will need to have a balance of $2,200.00 or less to be able to register and their outstanding balance will need to be only from the two most recent terms. For more infomation please see Important Information Regarding Registration.

I HAVE FINANCIAL AID COMING FOR NEXT TERM; CAN I USE THOSE FUNDS TO REMOVE MY HOLD NOW?

  • By federal law, federal aid can only be used for the term in which the funds are being disbursed, and cannot automatically be used to pay for prior term debt. OSU does not recognize the availability of future term aid until you meet eligibility to register.

I'M A FORMER STUDENT, HOW MUCH DO I HAVE TO PAY TO HAVE MY REGISTRATION HOLD REMOVED?

  • Former students (those not enrolled in the most recent term, with the exception of Summer) must pay their accounts paid in full before they are eligible to register.

AFTER I RESOLVE MY HOLD, WHEN CAN I EXPECT THE HOLD TO BE REMOVED?

  • The process is automated, and the hold should be removed in a matter of minutes. However, you can verify that the hold is removed by contacting the Collections or the Student Accounts department.
Transcripts

WHY IS THERE A TRANSCRIPT HOLD ON MY ACCOUNT?

  • The OSU policy regarding release of transcripts states that the student must have his/her account balance paid in full in order to receive their transcripts. This means any balance relating to a term for which grades have been posted to your transcripts, must be paid in full before any transcripts will be released.

I NEED MY TRANSCRIPTS TO BE SENT TO ANOTHER SCHOOL, BUT I HAVE A HOLD. WHAT DO I DO?

  • The OSU policy regarding release of transcripts states that student must have his/her account balance paid in full in order to receive their transcripts. This means any balance relating to a term for which grades have been posted to your transcript, must be paid in full before any transcript will be released.

I NEED MY TRANSCRIPTS FOR A JOB APPLICATION OR TO GET MY "XXXX CERTIFICATION"

  • The OSU policy regarding release of transcripts states that student must have his/her account balance paid in full in order to receive their transcript. This means any balance relating to a term for which grades have been posted to your transcript, must be paid in full before any transcript will be released.

WHAT DOES IT COST TO OBTAIN A COPY OF MY OFFICIAL TRANSCRIPT?

  • OSU does not charge a fee to obtain official or unofficial transcripts. If your request requires "rush" delivery, please contact the Registrar's office for costs.

HOW LONG DOES IT TAKE TO GET A COPY OF MY OFFICIAL TRANSCRIPT?

  • Requests are usually processed within 3 business days. For more information about transcript turn around times, please contact the Registrar's office.
Past Due Accounts for Non Enrolled Students

WHAT HAPPENS ONCE AN ACCOUNT IS PLACED IN COLLECTIONS?

  • Once an account is placed in collections, the account is assessed a one-time, $50.00 non-refundable fee, then a collection (BC) hold is placed on the account. If the account belongs to a student or former student at OSU, university services will be withheld, including: registration and transcripts requests. Revenue Agents will begin to contact account holders by telephone or in writing at the phone numbers and addresses given to the university by the student or account holder. If contact has been unsuccessful or payment has not been received and due diligence has been completed the account will be reviewed, assessed collection fees and placed with an outside collection service.

WHAT AM I EXPECTED TO PAY?

  • OSU requests payment in full each month.

WHAT HAPPENS WHEN I DON'T (OR CAN'T) MAKE PAYMENTS?

  • University services will be withheld, including, but not limited to, registration, grades, transcripts and diplomas until the debt is paid in full. All debts not paid in a timely manner may be referred to a Collection Agency. If it is deemed necessary to refer the account to an agency, the debtor (student/account holder) will be responsible for all collection costs and legal fees.

CAN I GET A DEFERMENT ON MY STUDENT ACCOUNT BALANCE?

  • Your student account is a revolving charge agreement with OSU. This account is not a loan; thus not eligible for deferment.

WHERE CAN I PAY MY BILL?

  • Online through OSU eBill system or OSU Student Online Service
  • Drop box: in the lobby of the Kerr Admin Building
  • Mail to: OSU Cashier's, PO BOX 1086, Corvallis, OR 97331 
  • In person: At the cashier's windows in the Kerr Admin Building

MY ACCOUNT IS PAST DUE BECAUSE MY PARENTS HAVEN'T BEEN GETTING THE BILLS. WHAT SHOULD I DO?

  • Statements are sent to the student's current mailing address. Students are required to maintain the address to which they want their billing statement to be mailed.

HOW DO I CHANGE MY ADDRESS?

  • Address changes are made by the student through OSU Student Online Services.
Study Abroad

I'M IN A STUDY ABROAD PROGRAM, HOW DO I SET UP POWER OF ATTORNEY SO THAT SOMEONE CAN HELP WITH MY FINANCES WHILE I'M OVERSEAS?

  • The Cashier's Office has a packet of information you can pick up.

WHAT IS A NOTARY PUBLIC?

  • Someone that has been licensed to provide official validation for authenticity of a signature for an official document. You must sign the document in the presences of the Notary Public, and have valid photo ID.
Check Cashing

CAN I CASH MY PAYROLL CHECK AT THE CASHIER'S OFFICE?

  • Yes, up to $500.

CAN I CASH A PERSONAL CHECK?

  • No.

 

Travel Reimbursements
 
Travel, General

Q. 1.1 Are departments or Business Affairs responsible for the education of departmental personnel?
A. Departments are responsible for training and educating their staff to insure adherence to policy and procedures.

Pre-Travel Planning

Q. 2.1 What is a City Pair?
A. OUS, in cooperation with the rest of the State of Oregon, negotiates airfares with various airlines. The tickets are for unrestricted flights, which means advance purchase is not required. Saturday night stay is not required, flights can be changed without additional charges, and the airfares are refundable.

Q. 2.2 How do I apply for a corporate travel card?
A. Check with your department's travel administrator for an application and information. You may also call the Payables Office at 7-xxxx to request the form.

Q. 2.3 Who is responsible for paying charges to the corporate travel card?
A. The employee is solely liable for charges to their account in accordance with the agreement between U.S. Bank and the employee.

Q. 2.4 Why do we have to use the OSU contracted travel agencies? 
A. There are several advantages to using the contracted travel agencies.

  • Charges are made directly to the department so that the employee does not incur out-of-pocket expenses when they book airline tickets.
  • Agencies may be familiar with OSU Travel Policy, so there is less risk in having the reimbursement claim disallowed.
  • If an error is made by the agency, you may have some recourse, which you may not have with non-contracted agencies.

Q. 2.5 Can the amount reimbursed be over the per diem rate when claiming expenses? 
A. No, the per diem rates provided for Lodging and Meal & Incidental Expenses (M&IE) are the maximum amounts allowed.

Q. 2.6 What documentation is needed to receive a "conference exception" for lodging? 
A. The conference brochure or materials that clearly identify the event as a conference, as well as the agenda, dates, location, and the conference single room lodging rate.

Q. 2.7 Can department procurement cards be used to pay for conference registrations and institutional or professional memberships? 
A. Yes.

Q. 2.8 What per diem is used if the traveler's lodging location is not listed on the Federal High-Low Table? 
A. The regular out-of-state per diem (low) rate.

Q. 2.9 On the day a trip concludes, what lodging location determines the daily M&IE per diem? 
A. The last business-related lodging location.

Reimbursement of Travel Expenses

Q. 3.1 My colleague and I traveled together. What is the best way to claim reimbursement? 
A. When employees travel together it may be expedient for one employee to pay and claim reimbursement for certain expenses of other employees. Reimbursement for multiple employees is only allowed when actual expenses are being reimbursed and supported by receipts.

Q. 3.2 How do I claim reimbursement of travel expenses of others? 
A. When an OSU employee, such as a coach, athletic director or group leader, pays for the travel expenses of the team or group members, follow the steps below when preparing the travel reimbursement request.

  • Keep non-employee travel expenses separate from those of employees.
  • Include an attachment that provides a detailed itemization of each employee's expenses.
  • Include an itemized vendor receipt for meals provided to team or group members. If no receipt is available, such as when individuals are provided cash to purchase their own meals, a list of the individual's names, their signatures, and the amounts disbursed is required.

Q. 3.3 Can I claim for alcohol? 
A. No. Alcohol is not reimbursable with state funds.

Q. 3.4 I am an off-campus employee and paid cash for a one-day parking permit at a pay station when I was on campus attending a workshop. Can I be reimbursed for this cost along with my mileage on a travel reimbursement? 
A. Yes. Receipts are not required for expenses under $25.00.

Q. 3.5 I needed to rent a van to transport equipment to a research site. What costs are reimbursable? 
A. The state self-insurance policy requires that the traveler purchase Limited Damage Waiver (LDW). Only the property damage coverage will be reimbursed. It is not necessary to purchase their liability coverage.

Q. 3.6 What information should the traveler provide when requesting reimbursement or payment for a vehicle rental other than economy or compact? 
A.

Q. 3.7 Can the traveler be reimbursed for meals on one-day trips? 
A.

Relocation & Moving

Q. 4.1 Can relocating/moving expenses by taxable to the employee? 
A. Yes.