RSPG and Hemingway Expenditure Guidelines

Lisa Allen
Director of Academic Finance and Administration
E-mail: lallen1@weber.edu
Phone: 801-626-7124

To make purchases on campus:

Contact Lisa at 801-626-7124 for the appropriate index to charge.

Please be sure to send copies all of receipts to Lisa at Mail Code 1004.

To make purchases off campus under $1,500:

Use a WSU purchasing card (p-card) and then send a copy of your p-card statement to Lisa at Mail Code 1004 (or e-mail it to Lisa at lallen1@weber.edu) so she can fill in the appropriate index and sign it. She will then return it to you so you can reallocate the charges.

Refer to the Purchasing website for more information.

To make purchases off campus for over $1,500:

Refer to the Purchasing website and/or contact them to determine when you must request bids.

Process a requisition in PawPlace on your department index/cost code. When a PO number is issued by Purchasing, send that number to Lisa (lallen1@weber.edu) and she will reallocate the appropriate amount.

Note: If the total funding for the requisition is coming from RSPG, Hemingway, etc., you may assign the PawPlace cart to Lisa and she will add the indexe(s) to have it charged directly to the applicable account(s).

For payment of a stipend to you or a colleague, send an e-mail to Lisa at lallen1@weber.edu indicating the amount, reason, and how many payments (lump sum vs. spread out over a period of time).

Please note that 22 percent will be deducted for benefits and then withholding taxes deducted. Payment will be made as part of your direct deposit with the next applicable pay check.

These stipends may not be for teaching a class. Any payment for teaching a class must come from your department and then Lisa will reimburse your department (see instructions for release time).

Payment for instruction must be made from your department. To request reimbursement for your department, send an e-mail to Lisa at lallen1@weber.edu with the amount and reason. Lisa will process the paperwork to put the funds into your department's account under instructional wage (plus 15 percent transferred to benefits).

If the funds are coming from the RSPG account, this will be done by a budget transfer.

If the funds are coming from the Hemingway, this will be a reimbursement to the department's account first under the current expense category and then a transfer from current expense to instructional wage and benefits.

Since WSU is an equal opportunity employer, any type of employment should be posted on the WSU job site. Contact Human Resources at x6035 for instructions. If you have a student in mind, once the job is posted have that student go to jobs.weber.edu to apply.

If the student is or was previously employed by WSU:

Have your department administrative assistant prepare a PAR (payroll action request form). Your department secretary should call Lisa at 801-626-7124 for the appropriate FOAPAL information to put on the PAR.

Sign the PAR as the supervisor and send it to Lisa at Mail Code 1004.

If the student has never been employed on campus:

Have your department administrative assistant prepare a PAR (payroll action request form). Your department secretary should call Lisa at 801-626-7124 for the appropriate FOAPAL information to put on the PAR. The student will also need to go to payroll (MA 111) and complette an I-9, W4, and direct deposit form. 

Sign the PAR as the supervisor and send it to Lisa at Mail Code 1004.

If this is a one-time payment under $400 that could be considered a prize or award:

Use the Individual Payment Form in PawPlace (your department administrative assistant can do this). Assign the cart to Lisa (lallen1@weber.edu) and she will input the appropriate accounting information and submit it.  Be sure to send the applicable paperwork to Purchasing (contact them at 801-626-6014).

Use a WSU p-card and then send a copy of the p-card statement to Lisa at Mail Code 1004 (or e-mail it to Lisa at lallen1@weber.edu) so she can fill in the appropriate index and sign it. She will then return it to you so you can reallocate the charges.

If you need to send a check because credit cards are not accepted, contact purchasing (801-626-6014) about how to request this in PawPlace.

Mileage Reimbursement Only:

Process through PAWPlace and then assign the cart to lallen1@weber.edu to input the accounting information.

WSU Vehicle:

In lieu of driving your personal vehicle, you may obtain a vehicle from the WSU Motor Pool.

Call Fleet Management at 801-626-7643 for more information.

Travel Log:

Prior to your trip start a travel request under Travel Request and Reimbursement in the portal.

For Funding, put in the default index code for your p-card. Do NOT fill in the Grant number (this is for external grants only).

After your travel, complete the Travel Reimbursement form in the portal. Send a printout of the completed form and/or your p-card statements to Lisa at Mail Code 1004 (or e-mail it to Lisa at lallen1@weber.edu) so she can fill in the appropriate index and sign it. She will then return it to you so you can reallocate the charges.

Travel Expenses:

Travel should be paid for with a purchasing card (p-card). A p-card is a MasterCard so it is accepted like any other credit card. 

If you need to get a p-card visit the purchasing website.

Additional information about travel policies and procedures is available on the purchasing website.

Lisa Allen, Director of Academic Finance and Administration, is the person responsible for RSPG, Hemingway, and Presidential Distinguished Professor accounts and the one who will track and help facilitate your expenditures. Should you wish to check on the balance you have available to spend, send an e-mail to Lisa at lallen1@weber.edu. She will e-mail back to you a list of expenditures and remaining balance. You may also call Lisa at 801-626-7124.