College of Arts and Sciences Administrative Assistant Training Manual

This manual contains documentation for Administrative Assistants on daily tasks related to their roles and responsibilities.

Check and Travel Reimbursement forms:

Fill out form, have CAS Dean sign, scan in form and receipts to send back to the admin, send original off to finance dep. For both forms of reimbursements please remember that faculty can be reimbursed in several ways. 

• Direct deposit, mailed to their home, or mailed to them on campus.

 Check Requests:

• This can be used when you are being reimbursed for purchasing supplies. 

• Please make sure to attach the original itemized receipt.

• These will need to be filled out by the faculty member/admin assistant. If the form is for a department faculty member, then the department chairs can sign off on it. If the forms is for a department chair then the Dean or Associate Dean can sign off on it. If the amount is over $1,000 the Dean will need to sign off on the form along with the department chair. If the amount is over $5,000 the Provost will need to sign off on the form along with the Dean and department chair. This is also true requisitions, project initiatioaccessn forms, etc.

• Saving Check request and Travel Reimbursement Forms: These can be saved by first name last name and date scanned. MickeyMouse10.21.24. They need to be saved for 3 years before they can be deleted.

§  Pulling up Check Requests to see if they have been paid:

Open up Colleague

Type AHST in the search bar.

Type in the GL number.

Go the current year and click on the paper next to Actuals. It will pull up the GLA Transition Inquiry page.

Click on the paper next to the appropriate voucher number and that will open up that particular check request.

Once you have opened up the appropriate check request it will show its status near the left side of the page.

You can email the faculty member to let them know whether it has been paid or not.

• Travel reimbursements

  • These are used when traveling for conferences.

  • Please make sure to attach the original itemized receipt.

  • Please make sure to attach the mileage.

·         Travel and Expense Reimbursements

·         Please include VU ID number and payee name on all forms sent to our office.

·         Check Run Day – Wednesdays

·         If we receive your information late Tuesday or on a Wednesday, it will be processed on the following check run.

Echeck Initiative:

VU has made an effort to pay our vendors, faculty, staff and students electronically.

Echeck is a faster and safer way to get payments directly to the payee.  This also helps minimize the time and effort we need to spend tracking down old, outstanding checks.  It is easy to get faculty, staff and students signed up through DataVU Self Service, just follow this link.datavu1.valpo.e@vadu

o    *Please note that payroll and student accounts banking info are separate from accounts payable banking info as required by law.  This is a separate system for reimbursements and payments.

o    In order to get vendors signed up, Procurement can send them the link.

o    Procurement is now requesting this information from new vendors, but we are still trying to get older vendors on board.

3. Additional Comp Forms:

Fill out form and have CAS Dean sign it before sending it to the Provost office if it is a faculty member.

If it is a staff member then it will go to payroll after the CAS Dean signs it

b.        FOCUS: Each advisor will need to fill out two forms. One for each fiscal year. The gl number to use is 10-0109100-50011 – FOCUS.

c.        Additional projects throughout the year