Location and Hours

3900 Lomaland Drive
San Diego, CA 92106
Draper Hall (Lower Level)

Monday – Friday
8 a.m. to 4:30 p.m. (PST)

Weekly Check-Run Schedule

Tuesday, Thursday, Friday
***Schedule subject to change to accommodate campus holidays.

Check Processing Time

Five business days from the day the paperwork is received in the Accounting and Finance Office.

Services Offered

• Record accruals for appropriate year
• Process advance requests
• Reimburse automobile expense
• Reimburse business expenses
• Record deposits for cost centers and restricted projects
• Process payment for honorarium/stipend/independent contractor
• Set up and monitor petty cash funds
• Process purchase order request forms
• Set up and monitor research account special projects
• Investigate account transactions
• Set up and monitor restricted projects
• Set up and monitor sabbatical accounts
• Process transfers for cost centers and restricted projects
• Process wire transactions

Questions Answered

• FAQs
• Glossary of terms

 

Accrual and Prepaid Year-End Deadlines

Point Loma Nazarene University operates on the accrual basis of accounting, meaning we record expenses and revenue in the period in which the expense or revenue take place.

Accruals are usually received and posted until the third week in July. An e-mail will be sent out in the last week of June to the entire campus explaining the year end and accrual deadlines.

Towards our fiscal year end (June 30), this becomes especially important because purchases are often made in one fiscal year, and the invoice is received and paid in the next fiscal year. This is where accruals are posted to correctly report the expense into the appropriate fiscal year.

Example #1: Accrual

• Office supplies are ordered and received in June (FY 07/08).
• Invoice for supplies is received and paid in July (FY 08/09).
• Accrual is completed to post the expense back into fiscal year 07/08.

Prepaid expenses are those that require advance payment. This is especially significant when an expense is paid now for something taking place in the next fiscal year. This is where a prepaid journal entry is completed to correctly report the expense into the appropriate fiscal year.

Example #2: Prepaid

• Conference registration is paid for in June (FY 07/08).
• Conference is attended in August (FY 08/09).
• Prepaid journal entry is completed to post the expense into fiscal year 08/09.

Example #3: Prepaid

• Airfare is paid for in May (FY 07/08).
• Flight is scheduled for August (FY 08/09).
• Prepaid journal entry is completed to post the expense into fiscal year 08/09.

***Fiscal year is determined by when the item or service is received, not when the item or service is paid for.

Advance Requests

Cash advances are issued to faculty and staff personnel only. No exceptions are allowed. Cash advances can be requested by filling out an Advance Request form.

• The payee is the only person allowed to pick up the cash advance.
• $75 is the minimum amount allowed for a cash advance.
• The individual requesting the cash advance will be notified via e-mail when the advance is ready for pick up.
• Receipts and/or any unused cash must be submitted to the Accounting and Finance Office within 60 days of the cash advance date. If for any reason the documentation is not received within 60 days, the amount will be deducted from the requestor’s salary in the pay period following the cash advance expiration date.
• Cash advances are generally not issued more than 30 days in advance of an event.  Exceptions are made in certain cases, so please contact the Accounting & Finance office if you have questions.

Automobile Expenses

Employees that regularly use their personal automobiles for university business should use the Mileage Reimbursement form or the Expense Report form when requesting reimbursement.

The current mileage rate, effective January 1, 2008, is $0.505 per mile.

• Using the Mileage Reimbursement form, calculate your reimbursement for miles incurred.
• Using the Expense Report form, list auto expenses and include original receipts for the following: parking, shuttles, tolls, taxi charges, etc.
• You may be reimbursed by using original gasoline receipts or using the current mileage rate. You cannot use both methods for reimbursement for the same expense.
• The Mileage Reimbursement form or Expense Report form should be filled out completely, or it will be returned to the requestor.
• Reimbursements will be processed within five working days of being received in the Accounting and Finance Office.

Business Expenses

Faculty/staff/students of PLNU should use the Expense Report form when requesting reimbursement for any business-related expenses incurred during travel for the university.

• Use this form for the following business expenses: travel, meals, other.
• Attach all original receipts on an 8 ½”x 11” sheet of paper.
• The Expense Report should be filled out completely or it will be returned to the requestor.
• Reimbursements will be processed within five working days of being received in the Accounting and Finance Office.

Faculty/staff/students of PLNU should use the Check Request form when requesting reimbursement for any business-related expenses not associated with travel for the university.

• Submit a Check Request form
• Attach all original receipts to the check request on an 8 ½” x 11” sheet of paper.
• You will receive an e-mail when your cash reimbursement is ready.
• Reimbursements will be processed within five working days of being received in the Accounting and Finance Office.

Reimbursements for expenses that have a dollar value of $75 or less are paid in cash at the cashier’s counter unless otherwise specified, or if the person being reimbursed is not located at the main campus. Reimbursements totaling more than $75 will be paid via university check, and are processed through Accounts Payable. In both cases, the payee will be notified via e-mail.

Please read the FAQs before submitting your Expense Report or Check Request form for reimbursement.

 

Deposits

 
All deposits, including those for restricted accounts, agency funds or cost centers, should be submitted using the Deposit form.

• The Deposit form should be filled out completely and hand delivered to the cashier’s counter.
• A receipt will be sent to the person or department making the deposit.
• All deposits should be in sealed envelopes with the deposit slips attached to the outside of the sealed envelope.

***Deposits are not to be delivered via Campus Mail.

Honorarium/Stipend/Independent Contractor

SPECIAL NOTE: Honorariums are to be processed through Accounts Payable and paid via university check only. Please use the Honorarium/Stipend/Independent Contractor form to request payment to an individual. Under no circumstances is an individual to receive a cash payment for an honorarium, stipend, or independent contractor payment.

Honorarium

Examples of honorarium payments are:

• Payment for a special lecture or short series of lectures.
• Payment for conducting a seminar or workshop of no more than a two-week duration.
• Payment for a guest speaker at a commencement exercise or similar function.
• Payment given to a professional person for services for which fees are not legally or traditionally required. If there is a contract or invoice, please see Independent Contractor payment.

Honorarium payments may NOT be made for an independent consultant (an individual or organization outside the university of proven professional or technical expertise) in an independent contractor relationship.

Stipend

A fixed or regular payment to a person for services rendered on behalf of the university.

Independent Contractors

Examples of independent contractor payments are:

• Payment for services provided to an individual for: cleaning, repair work, painting, construction, piano tuning, etc.
• Payment for attorney or medical services.
• Payment for a guest speaker or performer where there is a contract, invoice or agreed upon rate.
• A business is unincorporated (not a corporation). 

PROCEDURES

• Honorarium, stipend and independent contractor payments to university employees are subject to withholding for federal and state income taxes, as well as social security taxes, and must be paid through payroll. Please submit the request to Accounting and Finance for budget authorization. Your request(s) will then be forwarded to payroll.
• Honorarium, stipend, and independent contractor payments to non-university employees are requested on an Honorarium/Stipend/Independent Contractor Request form.
• You may contact Accounts Payable to see if we have an ID number in CARs for the individual. If not, we must have a completed IRS W-9 form on file in order to process all Honorarium, stipend and independent contractor requests.
• Honorarium, stipend and independent contractor payments are payable to individuals only, not to a business (individuals may have a dba * ).
• If the payee resides outside of California, there may be state tax withholding requirements. Please see http://www.ftb.ca.gov/individuals/wsc/entFaqs.html for information on payments made to out-of-state payees.

*dba (doing business as) – Independent contractors are individuals who operate their own businesses. They are unincorporated and file their income taxes using their social security number or individual tax ID number. These individuals may or may not have a business name. For example: John Smith dba John Smith Tree Trimming Services.

***Please contact Accounts Payable (x. 2377) for information on foreign payees.

Petty Cash

For departments who have a petty cash fund, use the Petty Cash Reimbursement form when submitting your receipts for reimbursement.

• All receipts must be attached to an 8 ½” x 11” sheet of paper and then stapled behind the Petty Cash Reimbursement form.
• State the purpose for all expenditures on this form.
• Petty cash reimbursement requests must be completely filled out with proper cost center numbers and signature authorizations.
• Reimbursements will be processed within five working days of being received in the Accounting and Finance Office.
• The person responsible for the petty cash fund will be contacted by Accounting when it is ready for pick up at the cashier's counter.
• All petty cash accounts are audited quarterly.

Purchase Order Number

 
A purchase order is a binding agreement between a vendor and the university. Submit a completed Purchase Order Number Request form to the Accounting and Finance Office.

• The purchase order number will be sent via e-mail to the requestor.
• Please allow five working days for processing.
• A hard copy of the completed purchase order will be sent via e-mail to the requestor within seven working days.

Research Account Special Projects (RASP)

This account is administered by the Provost Office.

• The Accounting and Finance Office is notified to set up a RASP account by the Provost.
• A restricted project number is issued by the Accounting Department.
• The professor(s) are notified of the new restricted project account number and the total amount of funds available.
• The Provost will authorize all reimbursements for RASP accounts.
• When requesting reimbursement from RASP accounts, please submit a Check Request form or Expense Report form with all original receipts attached to an 8 ½” x 11” sheet of paper.
• Reimbursements will be processed within five working days of being received in the Accounting and Finance Office.

Research for Account Transactions

 
For cost center or restricted project accounting transaction inquiries, please fill out the Research Form.

• Research forms must be filled out completely or the form will be returned to the requestor.
• Submit the form to the Accounting and Finance Office.
• Research on the account will be processed within five business days.
• The Accounting and Finance staff will contact you via phone or e-mail with a response. You will also be contacted if additional information is needed to complete your request.

Restricted Projects

Restricted project accounts can be established by filling out the Restricted Project Contract form.

• Complete the Restricted Project Contract form and return it to the Accounting and Finance Office for review. Any form received that is not completely filled out will be returned to the requestor.
• Once approved, a staff member from the Accounting and Finance Office will contact you with the restricted project number.
• In addition, please supply an account number to be used in the event that the restricted project goes over budget.
• Restricted project contracts will be processed within five working days of being received in the Accounting and Finance Office.

Sabbatical Accounts

 
Sabbatical accounts are approved and administered by the Provost Office. Please see the faculty handbook for policies regarding sabbatical accounts.

• The Accounting and Finance Office is notified to set up a sabbatical account by the Provost’s Office.
• Sabbatical account number is issued by the Accounting Department.
• The professor is then notified of the sabbatical account number and the total amount of funds available.
• The Provost will authorize all reimbursements for sabbatical accounts.
• When requesting reimbursement from sabbatical accounts, please submit a Check Request form or Expense Report form with all original receipts attached to an 8 ½” x 11” sheet of paper. Reimbursements will be processed within five working days of being received in the Accounting and Finance Office.

Transfer Requests

A transfer request may be made if there is a change in a charge to the following items:

• A reclassification change to a different expense within a cost center or a restricted project.
• Another cost center or restricted project should be charged.
• A cost center has agreed to cover the cost of an event for a restricted project.
• A restricted project has agreed to help defray the cost of another restricted project.
• A restricted project has a negative balance and the account responsible for the deficit will be covered by a cost center.

Procedures for a Transfer Requests between cost centers

• Use the Cost Center Transfer Request form to transfer funds from one cost center to another.
• The cost center that is to be charged would be a debit. Note the expense account to be debited.
• The cost center that is to be relieved of this expense would be a credit. Note the expense account to be credited.
• If a cost center is assisting another cost center with expenses before an event or conference, use the expense account number 6710. (The 6710 account is used for “other expenses.”)
• If the funds are being transferred from a cost center to a cost center, the account line item for the cost center should be 10-5XXX-6710. (The 6710 account is used for “other expenses.”) Using the “6710” designation alerts us to the fact that a transfer has been made from a cost center to a cost center.

For more help using expense account numbers, please refer to our list: “Most Common Expense Account Numbers.”
 

Procedures for a Transfer Request between a cost center and Restricted Project Account

Use the Restricted Project Transfer Request form to transfer funds from a cost center to a restricted project, or to transfer from a restricted project to a cost center.

• The debit should be the cost center or the restricted project charged for the expense. Note the expense account number.*
• The credit should be the cost center or the restricted project to be relieved of the expense.
• If the funds are coming from a cost center to a restricted project, the revenue account line item for the restricted project should be 12-4509-XXXX. (The 4509 account is used for “other income.”)
• If the funds are coming from a restricted project to a cost center, the revenue account line item for the cost center should be 10-5XXX-6710. (The 6710 account is used for “other expenses.”) Using the “6710” designation alerts us to the fact that a transfer has been made from a restricted project to a cost center.

*For more help using expense account numbers, please refer to our list: “Most Common Expense Account Numbers.”

Most Common Expense Account Numbers

The following is a list of some of the most commonly used expense account numbers. Please feel free to use these when completing your check requests or expense reports. Please note: All requests are reviewed by the Accounting and Finance office, and some expense account numbers may be changed when reviewing requests.
 

Account Number and Account Name

6304 – Consultants
6305 – Computer Software
6307 – Laundry
6308 – Legal Counsel
6310 – Advertising
6312 – Honorarium
6314 – Master Teacher
6316 – Printing Off-Campus
6318 – Photo – Graphics Service
6320 – Other Service (usually associated with an invoice)
6321 – Contract
6404 – Supplies
6405 – Film and Video Purchase
6406 – Postage
6408 – Repair – Parts/Service
6410 – Gasoline and Oil
6414 – Electrical Supplies
6602 – Telephone – Long Distance
6603 – Fax Charges
6604 – Telephone – Other Service
6605 – Telephone – Monthly Charges
6610 – Water and Sewage
6702 – Membership (in PLNU's name)
6703 – Membership (in individual's name)
6704 – Travel-Meals and Lodging
6705 – Local Meals and Entertainment
6706 – Workshop/Seminar/Conference
6708 – Travel-Auto and Air
6710 – Other Expenses
6722 – License Fees
6724 – Maintenance – Equipment
6726 – Maintenance – Other
6728 – Rentals – Contract
6904 – Leases
6910 – Books
6911 – Periodicals

Wire Transactions

A Wire Request form should be filled out when requesting monies to be transferred electronically. All wire transactions must first be approved by the Director of Accounting.

• The Wire Request form must be completely filled out. Attached to the form must be all supporting documentation.
• Any wire request received without a complete form or proper supporting documentation will be returned to the requestor.
• Wire transactions will be processed within five working days of being received in the Accounting and Finance Office.

When the wire transaction has been completed, the transaction will be posted to the designated account number.

Frequently Asked Questions

How do you request a PO Number?
Submit a Purchase Order Number Request to the Accounting and Finance Office. The fax number to the Accounting and Finance Office is (619) 849-7049 or dial x. 7049 from campus.

How long does it take to receive my check/cash reimbursement?
It will take five working days to process your request. You will receive an e-mail when your check/cash reimbursement is ready.

Where do I pick up my check/cash reimbursement?
The cashier’s window at Draper Hall. Please note the hours and location at the top of this page.

Where do I find the reimbursement forms for my purchases or expenses?
Go to the Accounting and Finance Web page and select the forms link. Complete the the appropriate form and submit it to the Accounting and Finance Office. Please keep in mind that processing time for all requests is five working days from the day it is received in the Accounting and Finance Office.

How do I get reimbursed for mileage?
Go the the Accounting and Finance Web page and select the forms link. Complete the Mileage Reimbursement form and submit it to the Accounting and Finance Office. Please keep in mind that processing time for all requests is five working days from the day it is received in the Accounting and Finance Office.

How do I get reimbursed for travel expenses?
Go to the Accounting and Finance Web page and select the forms link. Complete the Expense Report form and submit it to the Accounting and Finance Office. Please keep in mind that the processing time for all requests is five working days from the day it is received in the Accounting and Finance Office.

How do I request a transfer?
Go to the Accounting and Finance Web page and select the forms link. Complete the appropriate transfer request form and submit it to the Accounting and Finance Office. Processing time for all transfers is five working days from the day it is received in the Accounting and Finance Office.
Cost Center Transfer Request
Restricted Project Transfer Request

How do I get a cash advance?
Go to the Accounting and Finance Web page and select the forms link. Complete Advance Request form and submit it to the Accounting and Finance Office. The minimum amount for a cash advance is $75. If you are requesting a cash advance and are located off campus, your request will be put onto the next available check run and processed through Accounts Payable.

What is the maximum amount for a cash reimbursement?
The maximum amount for a reimbursement to be paid in cash is $75. Any reimbursements totaling more than $75 will be processed through Accounts Payable, and you will receive a university check.

What if I have a question about an expense item charged to my cost center or restricted project account?
Complete a Research Form and send it to the Accounting and Finance Office. A staff member will respond to your inquiry. Please allow five working days for your request to be processed.

What types of receipts are required for Proper Expense Substantiation?
Proper substantiation requires employees to document the date, amount and business purpose of each expense and to have these expenses approved. If the expense is for meals and/or entertainment, in addition to date, amount and business purpose, documentation must also include the place (e.g. name of restaurant), and the names of any other persons for whom expenses were paid by the employee. We do not accept loose receipts. Please attach them to an 8 1/2” x 11” sheet of paper.

What if the amount showing up on my budget report does not match the amount I show the check request was submitted for?
It is common for the discrepancy to be related to sales tax. Many out-of-state vendors fail to charge California sales tax. The university is not exempt from paying sales tax. In fact, if an out-of-state/Internet vendor does not charge us sales tax, we are obligated to pay this tax directly to the Franchise Tax Board.

Example : Books/Supplies ordered through Amazon.com

• Books were purchased from Amazon.com on Professor J’s personal credit card.
• Professor J submits a Check Request form for the amount of the books/supplies.
• Accounting and Finance calculates the current sales tax rate for this purchase.
• The cost center/restricted project on the request is charged the amount of the books/supplies plus the calculated sales tax.
• Accounting and Finance sends all calculated sales tax transactions to the Franchise Tax Board on a quarterly basis.
• The amount that will show up on budget review and/or budget reports will be the combined total (books/supplies + sales tax).

 

Glossary

Account:
A four-digit suffix used with the cost center or restricted project number to designate the classification as an asset (1xxx), liability (2xxx), net asset (3xxx), revenue (4xxx), or expense (6xxx).

Accounts Payable:
Accounts Payable is the department that processes all non-payroll checks for the university. This includes reimbursements, vendor payments, etc.

Accruals:
Recognize revenue when earned rather than when cash is received and recognizing expenses when incurred rather than paid. See accrual examples above.

Asset:
The resources of the university; the probable future economic benefits obtained by the university as a result of past transactions or events.

Chart of Accounts:
A listing of all departments and accounts in the general ledger system.

Cost Center:
A four-digit code that identifies a collection of accounts for a specific identity such as an administrative office, academic department, center, or institute. The numbers begin with 5 (5XXX).

Endowment Fund:
Fund where a donor or other outside agency has stipulated, as a condition of the gift instrument, that the principal is to remain intact in perpetuity and invested for the purpose of producing present and future income which may be expended or added to the principal.

Expense:
The cost associated with managing your Cost Center or Restricted Project. By classifying each expense, we are able to accurately report the activity of each cost center and restricted project. The classification of expenses is (6XXX). Please see Most Common Expense Account Numbers.

Fiscal Year:
The university’s financial statements and accounting system are based on the fiscal year, July 1 through June 30.

Fund:
A two-digit number that identifies the types of account to be charged. These fund numbers are typically 10, 12, 31 or 47.

Fund Accounting:
The procedure by which resources for various purposes are classified for accounting and reporting purposes. This is done in accordance with regulations, restrictions or limitations imposed by sources outside the institution, or in accordance with directions issued by the Board of Trustees.

Gift Donations:
Charitable contributions in the form of cash, non-cash gift, stock or bequest.

Net Assets:
The residual interest in the assets of an entity that remains after deducting its liabilities.

General Ledger:
The system in which the balance sheet accounts (assets, liabilities and net assets), along with summaries of revenues and expenses for the entire university are maintained.
Assets = Liabilities + Net Assets

Honorariums:
A payment or an award granted in recognition of a special service. A current W-9 form is required.

Independent Contractor:
A non employee who provides products or services to the university; doing business as a sole proprietor. A current W-9 form is required for the payee.

Journal Entry:
An accounting transaction that records activity. Some examples include but are not limited too: telephone charges, copy charges, maintenance, and reclassification entries with a purpose and supporting documentation.

Liability:
The claims of creditors against an entity's resources.

Operational Current Fund:
Those economic resources of the university that are expendable for the purpose of performing the primary missions of the institution and are not restricted by external sources or designated by the Board of Trustees for other than operational purposes.

Purchase Order:
A binding agreement between a vendor and the university.

Restricted Project Number:
A specific account number that records income and expenses for a project. This fund is designated by the fund number 12 and a four-digit account number.

Revenue:
An increase in net assets (i.e. difference of revenue - expenses) that results directly from providing products or services to customers during a specific period. 

Stipends:
A fixed or regular payment for services rendered. A current W-9 form is required for the payee.