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Finance Processes during Covid-19

FAQs will be continuously updated as additional questions are raised.  Travel FAQ related to COVID-19 can be found on the COVID-19 Travel FAQ webpage.  Research FAQ related to COVID-19 can be found on the Research Coronavirus FAQ webpage.

 

Will the Finance Customer Care Desk remain open?

Yes.  Customers should still direct all Finance related questions to financecustomercare@ohio.edu.  Finance Customer Care will no longer be monitoring the FCC phone line, all inquiries must be sent to the email above.

Can I still drop off paper forms to Finance?

No. Finance will continue remote work until further notice. Paper invoices should be sent to accounts.payable@ohio.edu for processing as usual.  Applications for P-Cards should be sent by campus mail.  Finance staff will be onsite twice per week to process incoming mail.  

Will check runs occur as normal?

Yes.  Check runs occur every Tuesday and Thursday.  For anything outside of the normal check runs, please contact Finance Customer Care.

Can I pick up a check in WUSOC?

Check pickup has been suspended until further notice.  All checks must be sent by mail.

How do I make arrangements to pickup my new P-Card?

Pcard pickup is by appointment only. Cards are available for pickup as follows:

  • Monday, Wednesday, Friday from 8:00am-5:00pm
  • Tuesday-Thursday from 2:00pm-4:00pm

If your card is expiring and you need your new one please send a request to financecustomercare@ohio.edu so that a time can be scheduled to meet you. Finance has moved to the Ridges and we meet everyone who is picking up new cards at the front door (because our location in the building is hard to find). Scheduling a pickup time ensures that our staff has your card ready and are waiting for you when you arrive so we can quickly get you on your way.

Do I still have to have my P-Card transactions reconciled and substantiated within 15 business days?

Yes.  All university policies and procedures related to P-Cards remain in effect at this time.  If you have extenuating circumstance please contact Finance Customer Care.

Will contracts still be processed as normal?

Yes.  No interruptions should be expected.

Will Requests for Proposals (RFP) still occur during this time?

Yes.  This should continue without interruption.

Are in person interviews related to Request for Proposals (RFP) still allowable?

Generally no, they will be scheduled as online meetings.  This may vary for construction projects.

Can I ship university related packages to my home address as a result of working remotely during COVID-19?

Requests for ship to home locations are to be approved by the Chief Financial and Administrative Officer (CFAO) for your planning unit. Finance no longer approves ship to home location requests.

Human Resources has established the following guidance for ship to home locations.

  • For employees that work a hybrid schedule (they spend 1 or more days per week on a physical campus location) the employee should pick up any necessary supplies and packages during their in-person day on the campus.
  • For 100% remote employees that live within 60 miles of their primary campus physical location (i.e., Athens, Zanesville, Lancaster, etc.), supplies and packages should be retrieved by coming to the campus location.
  • For employees that are 100% remote and live beyond the 60 mile limit, supplies and packages can be shipped with approval from the CFAO to ship to off-campus location. Such approval should be documented and saved with the transaction documentation when the transaction is processed (emails approval from the CFAO is acceptable). For additional guidance on flex workplace operational guidelines please visit https://www.ohio.edu/hr/flexwork. Questions should be directed to the HR Employee Service Center.

When you make the request to the CFAO please provide them the following information:

1. What items are being purchased
2. Who are the items being purchased for
3. What is the business necessity of the items to be shipped to a non-university location

This is necessary so that the CFAO has all the information they need to make a determination on your request and ensure that any university asset that leaves a campus location is properly tracked and recorded.

Please be aware that many of our suppliers cannot or will not ship to a non-university address for various reasons (i.e. because they carry restricted items or because the supplier technology cannot handle home addresses on a business account). All purchases must still be in compliance with policy and procedure.

Will the Bursar’s Office be open during this time?

The Office of the Bursar will be closed for in-person interactions until further notice. Inquiries can be made via email (bursar@ohio.edu) or by phone (740-593-4130).

How do I make deposits to the Cashier during this time?

Deposits and customer payments can be placed in the drop box located inside the south entrance doors on the ground floor of Chubb Hall (Court Street side of the building). Please seal the deposit or payment in an envelope or bag with appropriate identifying information (e.g. student name and PID number, customer number and invoice number, deposit description and account number). A receipt will be emailed to you if you provide an email address with the deposit information.Til

Departmental change requests should be emailed to cashier@ohio.edu at least two business days prior to the need. Many of the university departments have gone cashless since COVID-19 began, so our tender supplies will be limited. Bear in mind that there is currently a coin shortage in the US.  With these two factors in play, we may not be able to fulfill all change requests as timely or in the desired denominations.  We will do our best, but we are subject to the shortages as well.

How do I make deposits to the Foundation Accounting office during this time?

Foundation deposits can be made between 8-4 in Claire Oates Ping Cottage. If the building is not staffed, there is a secure mail slot in the front door for after-hours deposits.

Claire Oates Ping Cottage is located in the East Green, at coordinates H-5 and I-5 on the campus map. It is marked as # 64 on the map. The facility is located directly behind Konneker Alumni Center

When possible please include a Deposit Transmittal Form (EXCEL) with the deposit. 

If you are not close to the Athens Campus, you can mail checks to:

The Ohio University Foundation
P.O. Box 869
Athens, OH 45701

Please ensure the fund is designated on the memo line on the check.

I have been told to work from home but I do not have internet. Will the university reimburse me for purchasing internet during this period of time so that I can work from home?

The University does not provide reimbursement for home internet charges. If you do not have internet at home or have poor quality internet at home, please reach out to your supervisor for direction.

Will Shred-It still pick up my confidential shredding during this time?

As of January 2022, Shred-It is providing both recurring and on-demand (purge) services. Please consult our Confidential Shredding Service webpage for details, including: service request process, cost projection spreadsheet, service request form, contact information, etc.

How do we submit AP documents that require signatures while working from home without access to printers and scanners?

Accounts Payable is accepting either Adobe electronic signatures or email approval from an Ohio email address for Travel Reports, Substantiations and Direct Payments. The email should contain detail on what is being approved. For example, if a student is submitting email approval for a travel reimbursement, the email should state the form number and the amount.

All Supplier Payee Information Forms and W9s should have an Adobe signature or a wet signature.

Feel free to contact financecustomercare@ohio.edu with signature questions.

Does the University reimburse for long distance business calls from my home number or cell phone?

The University does not reimburse for long distance calls but instead provides Microsoft Teams to make calls to University faculty and staff. Should you have a need to make long distance calls to external parties, you can contact the IT Help Desk at servicedesk@ohio.edu or 740-593-1222 and ask about an application called Jabber for Desktop.  Resources for this application can be found at https://www.ohio.edu/oit/services/phones/jabber-desktop.