Office of Finance Operations

Office Hours: Monday–Friday, 8:30 am–5:00 pm

Remote appointments upon request. 

Contact Us: finance@pugetsound.edu or 253.879.3224

Deposits

How do I submit deposits?

• Credit Card only deposits
  If you have credit card deposits involving no cash or checks, please scan the deposit forms along with the backup documentation, including the credit card merchant deposit statement, and email to finance@pugetsound.edu.
• Cash and check deposits
  Please drop off cash and check deposits during business hours 8:30 am-5:00 pm. If Jones Hall is locked, please call ext. 3224.
• Please note that Office of Finance staff are in the office on a rotating basis. Therefore, processing deposits currently takes place 2 to 3 times per week.

Accounts Payable

How do I submit invoices and disbursement requests?

• Please email your invoices and disbursement request forms to your approver first, and ask that person to forward the attachments to finance@pugetsound.edu, indicating their approval in the body of the email. Please note that purchases require direct confirmation of approval from the individual with disbursement authority, and simply copying the approver on an email to the Office of Finance is not sufficient.
• Manually-signed paper requests delivered via campus mail to Jones 018 (CMB #1075 or #1042) are also acceptable.

How do I arrange for a petty cash payment?

• Petty cash payments are available for pickup in Jones 018 during normal business hours. You can call ext. 3224 first to ensure authorized staff is onsite. Please also bring a photo ID.

How do I pick up a check that is on hold?

• Checks are available for pickup in Jones 018 during normal business hours. You can call ext. 3224 first to ensure authorized staff is onsite. Please also bring a photo ID.

How do I check the status of my payment request?

• On your myPugetSound homepage, please click the Purchasing & Payables Inquiry option from the Financials & Annual Budget tile.
  • You can enter various search parameters and click links for more detail.
  • If no results are returned, your request has not been entered yet.
  • If the Payment Date is blank, your request is not paid yet.
  • If the Payment Date shows a date, your request has been paid and you can click on the date for a breakout of use tax, if applicable.
  • There is also functionality available to enter your own notes specific to the transaction.

Budget

How will I receive budget training?

• Send a request to finance@pugetsound.edu and we will schedule a virtual training, which will be led by one of our Office of Finance team members.

How do I request a transfer?

• To create faster transfer processing for our university, we developed a Transfer Request tool that will allow you to submit your own departmental transfers within PeopleSoft. This tool can be used both for changing coding on transactions where money has been spent AND to transfer funds to support other departments' expenditures. We've prepared a training slide deck to provide an introduction and guidance on using the Transfer Request tool as a submitter. In addition, the following training resources are available for more specific actions you can take using this new tool:
  • Create a Transfer Request after money has been spent
  • Create a Transfer Request when money has not yet been spent
  • Search for existing Transfer Requests
  • Approve or Deny Transfer Requests
• For questions on the Transfer Request tool that are not answered by the resources above, please reach out directly to finance@pugetsound.edu and one of our Office of Finance team members will assist you.

P-Cards

How do I submit my original P-Card receipts?

• As you reconcile your P-Card transactions, please scan and upload your receipts online. Cardholder/Department is responsible for storing all receipts once reconciliation is complete.
• If you are unable to scan and upload your P-Card receipts, please contact the Office of Finance at: finance@pugetsound.edu.

How do I submit a P-Card application or P-Card maintenance form?

• Please see our Office of Finance webpage: Procurement Card Resources to access the forms. 
• Once the form is completed and signed by the cardholder, they must obtain approval from the Budget Manager or primary approver. An email stating approval is acceptable. Once approval has been obtained, it can be forwarded along with the application or maintenance form to finance@pugetsound.edu for processing.

How will I receive my P-Card?

• Once the new card arrives, the Office of Finance will get in touch with the cardholder to schedule a P-Card training session.
• In the training session, the cardholder is required to enter personal bank routing and account information before receiving the P-Card.

Procurement

Where should home office supplies for faculty and staff be purchased from?

• Discounts are available to the university from Office Depot, Amazon Business and Staples. In order to access the discounts, please contact procurement@pugetsound.edu for set-up and instructions. Our team will also answer any questions you may have on home vs. on-campus deliveries.
• If your department head has approved spending for office equipment (other than technology equipment), please contact procurement@pugetsound.edu to inquire about the most competitive pricing available.

What are other ways I can save money using Puget Sound’s discounts?

• Please see our Procurement webpage for information on negotiated relationships with suppliers and group purchasing organizations. Please reach out to procurement@pugetsound.edu with any questions.

How can I receive PeopleSoft purchase requisition training?

• Send a request to finance@pugetsound.edu and we will schedule a virtual training, which will be led by one of our Office of Finance team members.