Finances
ORG Number
When an Innovative Month proposal receives approval from the Off-Campus Experience Committee and final sign-off from Dr. Ken Pepion, Vice-President for Academic Affairs, the program receives an "ORG Number" (organization account number). Student payments and all disbursements associated with the Innovative Month will be tracked in the financial tables of the Banner database using this org-num.
Student Payments
Students will pay the initial non-refundable deposit, final deposits, tuition and fees through the Cashier Office at the window in Berndt Hall. The Cashier will apply student payments to the ORG account for your Innovative Month program. Students are given a receipt documenting their payment. Continuing Education will communicate frequently with the Cashier to provide up-to-date information to the Faculty Lead regarding student payments.
Instructor access to student payment information:
Instructors can verify payments by having students provide a copy of the payment receipt directly to them. Instructors may also obtain a copy of the payment history corresponding to their Innovative Month by calling Continuing Education at 247-7385.
There are two situations when student payments will not occur before the course starts. However, these monies can be assured and instructors are granted corresponding spending authority:
Native American Tuition Waiver
The college will pay the tuition ($115 per credit hour) for qualified Native American students. Fees ($25 per credit) are the student's responsibility to pay. Instructors can verify that a student qualifies for waiver by contacting the Records Office by phone (247-7350) or e-mail Records@fortlewis.edu.
Financial Aid
Students may qualify for financial aid by participating in Innovative Months. Students must: 1) Apply at the Financial Aid Office, and 2) Contact Beth Emrich in Accounts Receivable (140 BH) to set up the disbursement mechanism. When complete, the Accounts Receivable Office will inform the Office of Continuing Education, who will inform the instructor that financial aid for the student is confirmed.
Student Drop/Refund
IM instructors must make their refund/drop policy clear to students. If the instructor gives approval for the student dropping a course the Office of Continuing Education will give refunds to students by using an RFP.
Disbursements
Innovative Month expenditures, including faculty pay, are limited to fees collected (including monies from Native American tuition waiver and financial aid).
Travel Advances & Expenses
Instructors should contact the Office of Continuing Education, 247-7385, duthie_g@fortlewis.edu for travel advances and other disbursements related to the Innovative Month. RFPs to reimburse expenses (receipts must be submitted with any RFP) incurred before travel should allow at least two weeks for processing. Cash Advances may be obtained before travel if requested at least two weeks prior to departure. All travel must comply with the Fort Lewis College Travel Policy.
The following forms must be completed with your Innovative Month:
Travel Authorization Form (found at: http://www.fortlewis.edu/faculty_staff/travel_office/default.aspx)
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Travel Authorization form should be completed as soon as you know your destination, and no later than 2 weeks before your departure.
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Submit to: Continuing Education.
Cash Advance Form (found at: http://www.fortlewis.edu/faculty_staff/travel_office/default.aspx)
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Cannot be submitted until monies are collected from the students (e.g. Non-refundable deposits).
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Submit at least 2 weeks prior to departure to allow for processing.
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Submit to: Continuing Education
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Maintain journal of finances use and conversion rates involved for small expenses. Substantial invoices should be saved and submitted at the end of the program to justify expenditures of program monies.
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Faculty Lead is responsible for recording conversion rates and converting all transactions back to $US dollars.
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Travel Expense Reconciliation Form is completed upon return and taken to CE for reconciliation of expenses. Under "Traveler Information," please click on "Group" in the menu under Personnel Category. This form is used to compile all expenses for the faculty member(s) and the group expenses. You'll see "Less Advance if Group Travel" where the amounts are totaled, and there will be an option for Amount due Traveler, or Amount due College. This is where your cash advance amount is reconciled. Please turn in all receipts, logs, or accounting to CE to verify where the money was spent in your program.
Sample Reconciliation Journal Entry:
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Date
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Place
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Foreign Currency
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Conversion Rate
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US Dollars
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2/28/2007
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Hotel in Mexico
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654
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0.8735
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$ 571.27
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RFP - Request for Payment (found at: http://www.fortlewis.edu/faculty_staff/travel_office/default.aspx)
Completed for any expenses incurred prior to trip.
Submit to: Continuing Education with receipts.
(RFPs can be accessed in the left sidebar of the Purchasing Website - link provided).
Travel Expense Reconciliation Form (found at: http://www.fortlewis.edu/faculty_staff/travel_office/default.aspx)
Completed within 10 days of return from trip.
Submit completed form with receipts, logs and accounting information to: Continuing Education.
These documents must be completed by the instructors, our office cannot complete them. Reimbursements or payments will be delayed if the proper information is not submitted.
If you have any questions, please contact Gigi at 247-7356.
Instructor payments:
Instructors are paid $80.50 per credit hour and salaries are paid in two 50% increments: 1) halfway through the program and 2) after grades are submitted via WebOpus or to Continuing Education.
An additional 24% of the instructor's pay is paid into the benefit pool by CE on behalf of the Faculty Lead.
* Please note: Two weeks is mandatory for completing financial forms and submitting them to the Office of Continuing Education; otherwise the money cannot be disbursed. Sorry!
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