Staff Page

Special Notice: The Libraries’ Travel and Expense Reimbursement/Reconciliation procedures have been updated.

The budget and administration page is a resource for general operational procedures for staff and students. 

Have a question?  Contact the person listed at the bottom of this page.

 

Budget and Administration Resources

Below are areas within budget and administration and key task within each area. 

1. Administration

• Assessment and Analytics – Provides support and guidance on the collection, transformation, organization, and interpretation of data.
• Employee Services
• Facilities and Security
• University Records Management

2. Libraries’ Reference Documents

• Travel and Expense Reimbursement/Reconciliation
• General Ledger Account List  
• Lubin House Policy

3. Budget

• Develop and Manage the Annual Budget
• Administer Sponsored Grants
• Approve and Monitor Departmental Expenses
• Compliance and Audit Preparation
• Distribute Monthly Financial Reports
• Forecasting and Financial Analysis
• Maintain and Reconcile General Ledger Accounts
• Manage Restricted and Endowed Accounts
• Oversee Budgeting Processes and Planning
• Procurement Oversight
• Training and Support

4. Business Office

JPMC Credit Card Reconciliation

• Entering an Expense Report – For Submitters
• Creating a Rule in Outlook to Remove Email Notifications
• Default Accounting for Report (Splitting Chartstrings)
• Expense Manager Approver (Dept Approver)
• My Wallet Delegate View
• Saving an Expense Report for Later & Printing for Approval
• Supervisor Approver
• Tax Exempt Forms for JPMC Credit Cards

Travel and Employee Expense Reimbursements

• Entering an Expense Report – For Submitters

• Applying Expense Report Against Cash Advance
• Copying an Existing Report
• Default Accounting for Report (Splitting Chartstrings)
• Entering a Cash Advance

• Expense Manager Approver (Dept Approver)
• Supervisor Approver

General Travel and Expense Center How to Guides

• Alternate Approver Setup
• Authorize Delegates
• Deleting an Expense Report
• Microsoft Lens (Capturing and Compiling Receipts) Note: This is a University tool to take pictures with cell phone and send the pictures to your email.
• Modifying an Existing Expense Report (Saved for later or Sent back for revision)
• Withdrawing a Submitted Expense Report   

Contracts

The contract processing steps include:

• Contracts should be completed prior to the service being provided.
• Complete the Contract Intake Form ** DO NOT click the submit button.
• Print the file to PDF and save it to your computer.
• Merge the Contract Intake Form and the Contract into one PDF file.
• Name the file: “Contract Intake Form Vendor Name” For example, Contract Intake Form Sheraton.
• Email the completed file to Betty A. Johnson-Adair baadair@syr.edu
• Once the contract is approved and signed by the appropriate parties, Betty will email the approved contract back to you.
• Note: This can take 7-10 business days.
• Note: If the contract is related to IT items, Russ Silverstein will need to review the contract and approve prior to proceeding. IT contracts are processed differently.
• Contracts (Includes link to Intake Form)
• Contracts with External Parties Policy

Invoice Processing

• Vendor Bill Processing
• Honorariums, Consultants (Request for Payment of Professional Services)

Request for Payment of Professional Services

• This form is only used to pay individuals and is two separate documents.

• Summary sheet (First Page)
  • After completing, use File, Print, and select PDF as the printer. This will allow you to merge with the other worksheets once they are completed. If you just use save, then the Reset button will not go away, and the file will not allow you to merge it.
• Department Worksheet to Determine if an Individual should be Paid as a Non-Employee (Worksheets, also required)

• After completing, use File, Print, and select PDF as the printer. This will allow you to merge with the other worksheets once they are completed.
• W-9 is required.
• After the Summary Sheet, Worksheet and W-9 are completed, please merge to one PDF and send the email to Betty Johnson Adair for processing.

Mail Services

• Contact Zach Wilkie

Purchasing

• For services or purchases that exceed $10,000, purchasing will require either two bids (three preferred) or the completion on the Non-Competitive Justification Form. This form will be completed by the requesting department and forwarded to Melissa Gwilt for review and approval. Once approved, the Non-Competitive Justification Form and quote will need to be processed through an ePRO Special Request and the quote and Non-Competitive Justification Form will need to be attached to the ePRO order.

• Buying Guide
• Buy Local
• Commodities by Buyer
• Express Mail
• How to Buy
• eProcurement Information and Training Links
• Purchase Requisition Preparation and Exceptions
• Purchasing Resources
• Sales Tax Exemption Form

Recycling

• Contact Zach Wilkie

Shipping and Receiving

• Contact Zach Wilkie

Supply ordering

• Contact Zach Wilkie

• Requires a supply request form
• Requires Department approval

5. Payroll

6. Contacts

Division Head: Melissa Gwilt, Executive Director of Budget, Administration, and Operational Excellence, Mjgwilt@syr.edu  

Budget Reporting, Payroll, and Students:

• Susan Beitz, scbeitz@syr.edu

Business Office:

• Betty A. Johnson-Adair baadair@syr.edu  
• Zachary T Wilkie ztwilkie@syr.edu  

Data Analytics:

• • Operations Data Analyst is TBD

Employee Services:

• Christine Kshyna, ckshyna@syr.edu

Facilities and Security:

• TJ Stewart, tistewar@syr.edu

University Records Management:

• Elizabeth T Hansen ettuttle@syr.edu
• Christopher D McCallops cdmccall@syr.edu