The Business Office, located in the Garrison Foster Building, provides payroll, accounts payable, and cashiering services to the Colby community.

Reimbursement of business expenses (such as travel, food, lodging, conference fees, etc.) is subject to availability of department funds and department head approval. Employees should confirm College reimbursement procedures with their department head and/or the Business Office prior to making purchase commitments or incurring expenses. All purchases and reimbursements of expenses require proper supporting documentation, including vendor invoices, purchase orders, and, in certain cases, standard independent contractor agreements.

Employees are encouraged to use College-owned or rented vehicles for travel on Colby business, thus ensuring both the lowest institutional cost of travel and that insurance coverage is provided by the College. If a personal vehicle is used for Colby business, mileage is reimbursed at a rate of $.30 per mile, and the employee's personal automobile insurance will provide the primary coverage for any accidents that might occur.

BUDGETS

Colby's fiscal or budget year runs from July 1 through June 30. Budget request notices are generally provided to department managers in October for the following year's budget. The Administrative Vice President, working with the Office of Financial Planning and the Vice Presidents and Deans, prepares an initial version of the budget to the Trustees in December, and the final budget is approved by the Board in April.

Budget managers are expected to adhere to authorized budgets; over-expenditures are possible only with prior approval with special circumstances. Budget statements are distributed to managers on a monthly basis, are available on the web to approved managers, and are available upon request from the Business Office.

CHECK CASHING AND ATM

Personal checks for amounts up to $25 may, with proper identification, may be cashed at the Bookstore after the first two weeks of each semester during regular bookstore hours. There is a $.25 service fee per check. An ATM is located in the Cotter Union, on the main floor, adjacent to the Student Post Office. It is accessible when the building is open, usually from 7a.m. to 1 a.m. daily. The ATM will accept several types of cards, most notably the PLUS, NYCE, YANKEE24, and INSTACARD. The maximum withdrawal amount is $100 per day.

PURCHASING

Expenditure of Colby funds off campus generally requires a purchase order before arrangements are made with a vendor. This includes the purchase of supplies, food, equipment, etc. as well as services, such as maintenance agreements, speakers, and professional membership fees. (For local purchases of under $75.00, staff may use personal funds and be reimbursed by submitting a receipt, along with a completed and signed requisition form.)

Completed purchase order requisition forms should be submitted on-line to Amy Roy in the Business Office. Most requisitions can be processed on the same day, but extra time may be required for special purchases such as prepayments, orders over $3,000, and orders that include a vendor contract. For additional information about purchasing, please contact Amy Roy at x3579.

OFFICE SUPPLIES

Most office supplies at Colby are purchased through a local cooperative purchasing program and Boise Cascade. Supplies are ordered from the Boise Cascade Catalogue of Goods and Services, provided to each department, at a 50 percent discount from regular prices. Orders submitted by noon are generally available for next-day delivery. A limited selection of office supplies is available in the Colby Bookstore. For additional information about purchasing office supplies, please contact Amy Roy at x3579.

CREDIT CARD PROGRAM

Colby has established a business-use credit card program with American Express. Staff may apply for an individual AMEX account for use in charging business expenses and the normal annual fees are waived. Applications are subject to American Express credit approval. Contact Amy Roy x3579 for more information or to apply under the program.