Financial Services General Information
Financial Services Department
- Cashiers
- Accounts Payable
- Research Accounting
- Student Accounting
- Financial Accounting
- Purchasing
Location
- Sadler Hall, Room 104 for Cashiers, Student Accounting, and Financial Accounting
- Sadler Hall, Room 105 for Accounts Payable and Research Accounting
- Sadler Hall, Room 103 for Purchasing
Office hours
- 8:30 to 4:00 Monday through Friday for Cashiers
- 8:00 to 5:00 Monday through Friday for all other services
Check cashing privileges for employees
- Cash checks up to $100 per day (personal checks, as well as checks made payable to the employee)
- Need ID card for cashing checks
Travel/expense reimbursements
- Expense reimbursement policies are specified in the Reimbursement Policy and Procedures for University Related Business Expenses section of the Handbook for Faculty and Staff.
- All expenses incurred in the conduct of TCU business should be documented and reported on a reimbursement form and approved by the appropriate budget manager.
- The business purpose of each expense on the reimbursement form must be clearly documented in accordance with IRS rules. When being reimbursed for meals for others, the specific business purpose of the meal and the names, titles, and business relationship of all people attending the meal must be documented on the reimbursement form.
- Reimbursement checks will be ready on Friday afternoons for forms submitted to Accounts Payable by noon on the preceding Wednesday.
- If a reimbursement form is submitted after noon on Wednesday, the check will be ready on Friday of the following week.
- Reimbursement checks are not mailed. They must be picked up at the cashiers.
- Reimbursement forms should be submitted within 30 days after the trip or other expense is incurred.
- Employees can be reimbursed for the personal purchase of airline tickets by requesting approval for a travel advance to cover the cost of such prepaid expenses, even if the business travel will not occur within the next 30 days. The advance will be charged to the employee’s EAR (Employee Account Receivable) until the travel occurs. After the travel occurs, the employee must submit the expense documentation with the completed travel reimbursement form.
Travel/expense advances
- Advances must be pre-approved by the appropriate budget manager and submitted in writing (preferably via email) to Mary Kaszynski or Denise Phillips, in the Financial Services office at least five business days before the funds are needed.
- After that time, advances will be available from the cashiers in the Financial Services office.
- All advances will be issued in cash, unless the advance request specifies the need for a check. (Checks are ready on Fridays.)
- Advances are charged to the employee who signs for the cash.
- The advance will appear as a charge against the employee’s EAR (Employee Account Receivable) until the trip takes place and an approved expense reimbursement form is submitted to Accounts Payable.
- Employees with balances outstanding will receive a monthly statement from TCU reflecting the balance outstanding. The statement will not include any finance charges for outstanding balances.
- Any advance drawn in excess of actual expenses incurred should be returned to the cashiers in Financial Services within five business days of the traveler’s return from a business trip (or within five business days of the time the expense is incurred).
- Advances not settled within 30 days after the expense is incurred may be deducted from the employee’s paycheck.
- The employee’s personal check or a copy of a TCU cashier’s receipt showing payment to the EAR must accompany the reimbursement form.
- An advance should not be requested for expenses that can be paid directly by the University.
Signature Authority for Contracts
Contract signature authority policies are specified in the Contracts section of the Handbook for Faculty and Staff. Only the following positions have authority to sign contracts at TCU:
- Chancellor
- Vice Chancellor for Finance and Administration
- Associate Vice Chancellor and Controller
- Associate Provost for Academic Affairs
- Associate Provost for Academic Planning & Budgeting
- Assistant Treasurer