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We've put together this collection of Frequently Asked Questions relating to the Business
Office. While we've attempted to cover a variety of subjects, if you have additional
questions or suggestions, please contact us!
Bills
e-Cashier TUITION PAYMENT PLAN
Funds or Materials Requests, Checks and
Employee Travel Reports
Purchase Orders
When are bills mailed?
Bills are generated and mailed four weeks prior to the start of each school term.
They are mailed to your billing or permanent address.
If you move, it is your responsibility to update your address information as soon as
possible. International students must contact the Registrar's Office at 800-955-4464
0-x7476. Current domestic students may update their address information by accessing
Banner Web using the personal identification
number (PIN) assigned to them.
When are bills due?
All tuition and fees are due the first day of classes.
When are late fees charged to student accounts?
A late fee of $40 is applicable if your account is not settled by the end of the first day of
classes. While bills are due at the start of each academic
term, the Student Accounts office realizes that some mail
postmarked by this date may not have reached us yet, and
concentrates on posting payments the first week, providing you
a short grace period.
Why wasn't all my financial aid reflected on my bill?
The bill should reflect all your anticipated financial aid. If
any is missing, contact your financial aid representative (or
their main number at 810-762-7859) to determine the reason. It
may be that a required piece of information wasn't included on
or with your form, or they haven't received the form. Whatever the
cause, it should be corrected as soon as possible.
What do I do if my financial aid hasn't arrived by the start of classes?
Some financial aid may not arrive until the end of the first
month of classes. However, you should check with the Financial
Aid Services to make sure there are no problems with your
paperwork. To avoid unnecessary late fees, they'll assist you in completing a
deferment form that you should bring to the Student Accounts office.
You should check with Student Accounts by the end of the
deferment period (usually 30 days, noted on the form) to make
sure the aid has arrived and been posted to your account.
My financial aid covered
tuition in full and a portion of my living expenses. How do I
get the overpayment amount from my account?
Contact the Student Accounts office (1-800-955-4464 0-x9552 or
studentaccounts@kettering.edu), specifying the amount you
want, your name and student ID number. On a regular weekly schedule,
checks are ready for pick-up from the Cashier's Office Friday between 10:00 a.m.
and 3:00 p.m. for those requests received by the prior Tuesday.
My financial aid covered
tuition in full and book expenses. How do I use the aid to purchase books?
Stop in the Student Accounts office and request a Funds or Materials Request
which serves as a book voucher. You can use the voucher the same day it's
issued for books and class supplies in the university's bookstore. Bookstore
vouchers are issued and valid through Friday of second week.
What is the FACTS e-Cashier Tuition Payment Plan?
e-Cashier gives you a convenient, interest-free way to budget education expenses.
Instead of having to pay the tuition at the beginning of each term
or going into debt, you may budget tuition and other expenses over equal
monthly payments per term (see also "How do I determine the amount I
can budget through the plan?") through FACTS. Because FACTS is not a loan program, there is no
debt, no credit search, and no interest or finance charge accessed
by FACTS on the unpaid balance. The only cost is a $25 per term non-refundable enrollment fee to enroll in a payment plan, or
$2.00
if you elect to make full payment.
Why did we move to an outsourced payment plan program?
We have chosen to team with FACTS, a full service tuition management company that
utilizes 21st century technology to collect tuition payments and
provides immediate real-time student payment information. The
e-Cashier Tuition Payment Plan closely resembles but more fully automates our previously
offered in-house Ten Month Payment Plan, while
eliminating time-consuming data entry and both paper and money
processing for our Student Accounts staff.
The FACTS plan helps support enrollment and retention by enabling
students and families to more easily pay for college.
"We're pleased with our association with FACTS Management Company.
Our accounts receivable process had become complicated and time
consuming and implementing the FACTS plan has really smoothed out
the process. We are pleased with the information management
capabilities that we've gained through FACTS."
- Susan Bolt
Vice President for Administration and Finance
Kettering University
Who is the FACTS Management Company?
The FACTS Management Company, in business since 1986, serves over 3,500
institutions across the United States. They provide tuition
management for you and Kettering University through an automated
collection service, and are the most widely used and recommended
tuition collection services among parochial and private schools in
the United States.
How does the plan work?
Once a family's financial need has been determined and the amount of
tuition owed calculated, the task of collecting and processing
tuition payments is handled through a savings, checking, or credit
card account that you select during the enrollment process. The FACTS plan
features automatic payments, secure SSL electronic data interchange and
real-time data links to automatically transfer these payments to
Kettering University's bank account. With FACTS there are no old-fashioned
coupon books or billing statements.
As you complete your agreement online, we want to make sure that it is a
private and secure connection. The sign up process for making payments to FACTS
on behalf of Kettering University is handled on a secure Web server certified by
Thawte, a Verisign Company. When the information is displayed on your computer,
it is transferred to you over a 128-bit encrypted Secure Sockets Layer (SSL).
You, in effect, authorize your bank to wire transfer payments from your
savings, checking, or credit card account to FACTS (similar to the technology
used by automatic payroll deposits at many businesses). Enrolling in the plan
does not allow FACTS unauthorized access to your account.
FACTS e-Cashier is compatible with Microsoft Internet Explorer 4.x and above,
and Netscape Communicator 4.x and above.
What is the FACTS Access Code?
To help protect your privacy, FACTS asks the person responsible for the
payments to create an access code. If you should call into FACTS inquiring about
your FACTS agreement or inquire online through My FACTS Account, you will be
required to verify your FACTS Access Code. If you do not create an access code
on your FACTS agreement, one will be randomly assigned to you. Your FACTS Access
Code will be identified on your FACTS Confirmation Notification. Please remember
to keep a copy of your confirmation notification.
How do I determine the amount I can budget through the plan?
Determine all your educational expenses (include tuition and fees, but
exclude books and personal expenses). Deduct any credits, deposits or payments
you have made (include scholarships, grants, loans, and any other financial
aid). The balance is the amount due to Kettering University. You may budget all
or a portion of this amount through FACTS.
How do I sign up for the plan?
Kettering University's Student Accounts office mails literature regarding the
program to incoming undergraduate students as part of your multi-departmental
information packet, and to returning undergraduate students as part of your
Student Accounts office information packet. You should complete the Budget
Worksheet prior to completing the FACTS Agreement Form (see also "How do I
determine the amount I can budget through the plan?").
To learn more about FACTS, select the plan which matches your student status:
Please have the following information ready to complete the Agreement Form:
- the amount you will budget through the plan
- your student ID assigned by Kettering University
- the name, address, and account information of the person
responsible for making the payments
What forms of payments does FACTS accept?
You may budget your tuition and fees through automatic clearinghouse (ACH) bank payments
you authorize through your savings, checking, or credit card
account. If you elect the credit card option, your monthly payment
along with a convenience fee will be automatically charged to the
credit card you designate.
Can I pay by phone with FACTS?
In accordance with the Terms & Conditions of your FACTS agreement, payments
are processed electronically. FACTS does not accept payments by phone.
When will payments begin?
When your agreement is processed by FACTS, they will send you a letter or
e-mail confirming the agreement, listing the monthly payment amount and
when payments begin. The notification also serves as a reminder that a $25.00
per term nonrefundable FACTS Enrollment Fee will be processed from the account
indicated on the agreement.
Payments are processed on the 5th of each month until the total balance is paid in full.
If the payment date falls on a weekend or banking holiday observed by the
Federal Reserve, the payment will be attempted the following business day.
When and what time will the funds be withdrawn from my bank account?
FACTS specifies the date each payment will occur, but it is your financial
institution that determines the time of day the payment is debited. FACTS
recommends you check with your financial institution to determine how far in
advance funds should be deposited into your account to ensure the automatic
payment clears. If a payment date falls on a weekend or banking holiday, the
payment will be attempted the following business day.
What happens if I miss a payment?
If you miss a payment, FACTS will attempt to reprocess the missed payment on the 20th of the
month. Due to NACHA (Electronic Payments Association) regulation
changes, FACTS Management Company will only attempt a payment three
times before that payment is terminated. You will be assessed a $25
missed payment fee for each missed payment attempt. FACTS charges
this fee, in part, to offset the higher fees they are accessed by
their bank when your payment is missed.
Can I make changes to my monthly budgeted amount?
We understand changes may occur that can affect your monthly budgeted amount (for
instance, awards, loans or scholarships obtained after the initial
agreement has been processed). Please do not assume your balance will
automatically be adjusted if financial aid is received or a class is dropped or
added. If you wish to make changes to the original terms of this
agreement, you must contact the Student Accounts office at
800-955-4464 0-x9552 ten business days in advance of the next scheduled payment date.
What should I do if I change banks?
Contact FACTS Management Company directly at 800-TO-FACTS during their
regular business hours:
- 7:30 a.m. to 7:00 p.m. (CST) Monday-Thursday
- 7:30 a.m. to 5:00 p.m. (CST) Friday
Be sure to have your
FACTS agreement number handy and the new banking information.
What do I do if I have questions about my account?
Contact the Student Accounts office at 800-955-4464 0-x9552 during regular
business hours (8:00 a.m. - 5:00 p.m. EST), or the FACTS Management Company
directly at 800-TO-FACTS during their regular business hours:
- 7:30 a.m. to 7:00 p.m. (CST) Monday-Thursday
- 7:30 a.m. to 5:00 p.m. (CST) Friday
I can't get past the FACTS Welcome screen when I click the "Proceed" button. What should I do?
For help navigating through FACTS e-Cashier, send an e-mail to
eCashier@factsmgt.com or contact
FACTS Tuition Management at 800-609-8056 during their regular business hours:
- 7:30 a.m. to 7:00 p.m. (CST) Monday-Thursday
- 7:30 a.m. to 5:00 p.m. (CST) Friday
You haven't addressed a FACTS question I still have. Is there additional information I can access?
While we've attempted to cover a variety of frequently asked questions, if
you have additional questions or suggestions, please contact the Student
Accounts office at 800-955-4464 0-x9552.
For more information about the FACTS Tuition Management Company, visit their
web site at www.factstuition.com.
If you would like more information regarding bills or FACTS' e-Cashier plan,
call 1-800-955-4464 0-x9552,
or email studentaccounts@kettering.edu.
If you would prefer to write to us, you can reach us at:
Student Accounts
Kettering University
1700 W. Third Ave.
Flint, MI 48504-4898
When do I need a Funds or Materials Request?
Complete a Funds or Materials Request to request funds or materials from the following departments:
- Accounts Payable
- Campus Bookstore
- Cashier's Office
- Operational Services
- Purchasing
- Student Accounts
Where can I get a Funds or Materials Request form?
A hard copy of the Funds or Materials Request (KU-4) is available from your department secretary or through
Operational Services.
A fill-in form is also available at the Kettering Web site under Business Office - Forms.
What information needs to be on a Funds or Materials Request?
Think of the five "W's" (who, what, where, when, and why) when
completing a form. Complete instructions for completing the form are at the
Kettering Web site under Business Office - Policies
and Procedures.
Please note the following requirements for all Funds or Materials
Requests:
- The form should be typed in order to expedite the request quickly and
accurately.
- Only original signatures are accepted.
- If a Purchase Order is involved, refer to the Purchase Order number on the
form.
- Due to federal regulations, payment for services or rentals must be issued
directly to the individual / company providing the services or rentals.
What information do I need on a Funds or Materials Request for attending
conferences or seminars?
The majority of conference and registration fees are prepaid by check.
Include the following and submit supporting documentation with the Funds or
Materials Request:
- name and remittance address of the company the check is to be made payable
to
- name of those attending the conference or seminar
- date(s) and location of the conference or seminar
- all reimbursable fees associated with the event
What information do I need on a Funds or Materials Request for memberships?
The majority of memberships require the vice president's and president's
approval. Obtain the normal authorized approvals when submitting memberships to
Grants, Professional Funds, or other indexes. Include the following and submit
supporting documentation with the Funds or Materials Request:
- name and remittance address of the company the check is to be made payable
to
- name of person/people obtaining membership
- all reimbursable related fees
When do I use an Employee Travel Report versus a Funds or Materials Request?
Submit a Funds or Materials Request to request cash advances related to travel, for reimbursement of expenses not related
to travel, or for non-employees. Submit an Employee Travel Report for
employee travel of any kind, whether training or eating at a local restaurant.
What information do I need on a Funds or Materials Request for travel advances?
Include the following when submitting a Funds or Materials Request for travel
advances to either the Cashier's Office or Student Accounts office:
- name and BANNER ID# of the recipient
- business purpose of the travel
- date(s) and destination of the travel
- reimbursable requested funds associated with the travel
Where can I get an Employee Travel Report?
A hard copy of the Employee Travel Report (KU-23) is available from your department secretary or through
Operational Services.
Instructions for completing the form are on the reverse of the form. Instructions for completing the form are also included
within the form available at the Kettering Web site under Business Office - Forms.
Where should I submit the Employee Travel Report and Funds or Materials Request for travel advance?
Submit a Funds or Materials Request for Petty Cash to request travel advances
up to $300 to the Cashier's Office. Submit a Funds or Materials Request for a
check to request travel advances in amounts over $300 to the Student Accounts office
by Friday 5:00 p.m. so that a check can be issued the following Friday. You must
sign for travel advances of $500 and over to authorize payroll
deduction if an Employee Travel Report or the cash is not returned to the
University in a timely manner.
When do I do a Funds or Materials Request for a check?
You should complete a Funds or Materials Request to request a check under the following conditions:
- received an invoice without a Purchase Order
(note: highly discouraged practice as processing payments through the
Purchase Order system satisfies IRS reporting issues)
- issued a Purchase Order but the vendor/supplier does not invoice
- reimbursements to individuals
- fees for memberships and dues
- fees for workshops and seminars
(note: late registrants may request a Purchase Order for registration
purposes if the vendor/supplier accepts them)
- payment of fees for services or rentals provided without a Purchase Order
(exception: prepaid Purchase Orders)
(note: highly discouraged practice as processing payments through the
Purchase Order system satisfies IRS reporting issues)
How often are checks processed?
Check draws are processed once weekly with Friday's pay date. In the event Friday
falls on a holiday, changes to the cutoff and check draw dates will be posted.
What is the deadline to have a Funds or
Materials Request for a check processed the same week?
You must submit Funds or Materials Requests to the Accounts Payable Office by
Tuesday 5:00 p.m. with the proper index number, approvals and backup information
in order to be included in the current week's check draw. Any changes to
deadlines will be posted.
Where do I pick up checks?
The Cashier's Office distributes all payroll, reimbursement, student refund,
and travel advance checks.
What are the Cashier's Office hours of operation?
The Cashier's Office is open Monday and Wednesday from 11:30 a.m. to 1:00 p.m.
and Friday from 10:00 a.m. to 3:00 p.m. In the event of changes due to holidays,
temporary hours will be posted.
What is the Cashier's Office limit on
check cashing?
The daily limit for cashing checks is $150.00.
How do I purchase items for my department from the Bookstore?
Purchase departmental items using a Funds or Materials Request to obtain the
maximum discount available and avoid paying sales taxes.
You haven't addressed a Funds or Materials Request, Check or
Employee Travel Report question I still have.
Is there additional information I can access?
Should you have any questions regarding Funds or Materials Requests,
contact the specific department (Accounts Payable, Campus Bookstore, Cashier's Office, Operational
Services, Purchasing, or Student Accounts).
See the Business Office Contact List or consult
your Employee Telephone Directory.
Should you have any questions regarding Employee Travel Reports, contact
your manager or:
Employee Travel Reports |
Kathy Goodrich |
x 9794 |
2-312 CC |
Insurance |
Kathleen Remender |
x 9892 |
5-941 CC |
Online Forms |
Pat Jarbeau |
x 9562 |
5-940 CC |
Travel Policy |
Kathy Goodrich |
x 9794 |
2-312 CC |
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Why do I need a Purchase Order?
A purchase order is the University's binding contract with a vendor for procurement of goods and/or services.
Where can I get a Funds or Materials Request form?
A hard copy of the Funds or Materials Request (KU-4) is available from your department secretary or through
Operational Services.
A fill-in form is also available at the Kettering Web site under Business Office - Forms.
How do I fill out a Funds or Materials Request form?
Guidelines for completing the form are available at the Kettering Web site under
Business Office - Policies / Resources.
How soon can I get a Purchase Order?
Normal processing turn around time is two (2) working days. Exceptions are handled on a individual basis.
Why does the Funds or Materials Request form have to be typed?
The form should be typed in order to expedite the request quickly and accurately.
Why do I need three bids for purchases over $5000?
A minimum of three bids are needed to ensure that the university is receiving the best price for goods and/or services.
How do I satisfy the three bid requirement if only one source provides the goods and/or service?
Include a memo of explanation with the Funds or Materials Request stating why there is only a single source.
Why are vendors required to have insurance?
Vendors are required to carry a minimum of insurance in order to protect Kettering from additional liability unrelated to our normal course of business.
Information regarding the insurance requirement is printed on the reverse of the
Purchase Order.
How much insurance is each vendor/individual required to carry?
Companies are required to carry Professional Liability & Workers' Compensation in the amount
of $1,000,000/$1,000,000. Individuals must carry Professional Liability in the same amount.
The University requires Insurance certificates from vendors prior to any
activity taking place
on campus.
Does Kettering pay sales tax?
Kettering University does not pay sales tax on goods nor services providing
that payment for these are made directly with University funds (for example, a
University-issued check or credit card).
What is considered a capital purchase?
Capital purchases include any item that costs $500 or more with an expected useful life exceeding one (1) year. Capital
items exceeding $5,000 are red tagged and depreciated over the life of the asset. Capital items
less than $5,000 are blue tagged and expensed in the year purchased.
Why can't I charge capital items to the University purchasing card?
University purchasing cards are for low-value supply type items that you
would normally classify to account 71010 (pens, pencils, paper, etc.). Exceptions
to this policy must be approved by
Kathleen Remender
and the Department Head prior to
the purchase.
Why can't I charge capital items to my personal credit card?
Capital items are tagged for accounting and inventory purposes.
You must use the Purchasing Department for all capital purchases.
How are deposits paid?
Submit two (2) Funds or Materials Requests.
- one (1) to Purchasing with the following information:
the deposit amount required and date the check is needed
the balance of purchase order to be paid at later date
- one (1) to Accounts Payable requesting a check for the deposit amount and
date the check is needed
Accounts Payable will give the deposit check to Purchasing to be mailed with
the PO.
How are balances paid?
The company must submit an invoice for balances to be paid.
Can I purchase items on eBay?
NO.
Can I register for a conference on line?
Yes. However, you must still submit a Funds or Materials Request to either Purchasing (if a PO number is required and an invoice will
be mailed to the University) or Accounts Payable (if they do not accept POs and require a payment by check).
When do I need a prepaid purchase order?
Request a prepaid purchase order when the vendor requests payment in advance of
shipment or you get a "Pro Forma Invoice."
How do I obtain a prepaid purchase order?
Submit a Funds or Materials Request to Purchasing with back-up paperwork showing that a check is required.
When do I need receiving?
Do receiving for anything ordered against a Purchase Order with the exceptions
of E-XXXXX blanket Purchase Orders.
How do I do receiving?
Send a memo requesting receipt of merchandise to Operational Services.
Include the vendor name, Purchase Order number, and what item(s) you received.
How is merchandise returned to the vendor?
Contact the vendor regarding their return policy. Usually they provide you a Returned Merchandise
Authorization (also known as an RMA) and return instructions.
Following the vendor's instructions, complete a shipper and return the merchandise
with the shipper to the Receiving Department.
The shipper should include the following information: vendor info,
RMA info,
Purchase Order number, description and value of the merchandise being returned,
reason for return, index number the merchandise was charged to (or Purchasing Card, if applicable),
and the Authorized signature.
How is a purchase order cancelled?
Send a memo stating you're canceling the purchase order to the Purchasing Department with proper signature authorization.
Include the vendor name and purchase order number in your request.
If you would like more information regarding purchase orders, contact Kathleen Remender by email or at 1-800-955-4464 0-x9815.
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