Accounting Office

Accounting Office

Willamette University’s Accounting Department assists other WU departments in making payments to vendors and reimbursing employees.

Students requiring information on their student accounts (payments, holds, etc.) should contact Student Accounts at 503-375-5308 or student-accounts@willamette.edu.

Accounts Payable responsibilities include:

Reimbursements

All reimbursement requests must be approved by the proper budget authority. If the person to be reimbursed is the budget approver, then the immediate supervisor should approve the request.

Expense Reimbursement Request Form - Reimbursements over $100 - What is needed?

  • Original receipts attached indicating proof of payment in full by you
  • If airfare is included, the trip must be completed and boarding passes are required, as well as the payment receipt attached
  • If reimbursement is for mileage (50 cents a mile), we need to know:
      • date of travel
      • business purpose of the travel
      • where to/from (attach a MapQuest hard copy)
      • Show your math   ie: 50 cents a mile times 100 miles =  $50

-Or-

Petty Cash Disbursement Form - Reimbursements $100 and under, to be processed with the Cashier in Waller Hall - What is needed?

  • Original receipts attached
  • Description of reimbursement (limited to 25 characters to be posted on GL reports)
  • If reimbursement is for mileage (50 cents a mile), we need to know:
      • date of travel
      • business purpose of the travel
      • where to/from (attach a MapQuest hard copy)
      • Show your math   ie: 50 cents a mile times 100 miles =  $50

Documentary evidence will be considered adequate if it shows the amount, date, place and essential character of the expense.

Canceled checks by itself does not prove a business expense without other evidence to show that it was for a business purpose.

Direct Deposit service for reimbursements is available, to sign up click here or visit the Direct Deposit webpage for more information. Also, we encourage employees  who have large volume of reimbursement requests to use P-Card.

  • Disbursement Schedule (Cut off time for all payment type is Monday, 5pm)
    • Direct Deposit - every Friday
    • Paper Check - every Friday
Office Location
Accounts Payable Office

Willamette University

900 State Street

Salem, Oregon 97301

(503) 370-6104 voice

(503) 370-6633 fax

accounting@willamette.edu

Hours

Mon - Fr:

8 a.m.-5 p.m.