Accounting and Reimbursement FAQs

Campus Office Hours

Staff are available in 217 Lane Hall and 221 Lane Hall as follows:  Monday through Friday, from 8:00 a.m. – 4:30 p.m. and by appointment. Please contact individual staff members to schedule an appointment.

Business Reimbursements

I have a Bates credit card. How should I get my paper receipts to accounting when they are due?

Paper receipts are no longer accepted for credit card purchases. All receipts must be itemized and uploaded electronically via the JPM (PaymentNet) website. 

Credit card expenses should continue to be reviewed and approved by managers online. Accounting will process payments to JP Morgan regularly so department credit cards will be paid. If you are unable to upload itemized receipts for any reason, please contact the Assistant Controller for assistance.

I used my personal funds for college business. How do I get reimbursed?

Electronic receipts (scanned or telephone pics) can be emailed to your supervisor for approval and should include the fund/org for budget posting. 

Supervisors: please forward emailed receipts and your approval to financialinvoices@bates.edu for payment or the Payment Request Form or Travel and Expense Report can be submitted through campus mail when available. Please do not submit both electronic and paper requests.

Employee Travel Reimbursements and Guest Travel Expenses

I have completed travel, how can I get reimbursed?

Electronic Travel and Expense Reports including all documentation can be emailed to supervisors for approval and forwarded to financialinvoices@bates.edu for payment or submitted through campus mail when available.

I have incomplete travel that has been paid in advance by the college. What should I do?

Please take all necessary steps to cancel reservations according to reservation guidelines in order to minimize loss. 

Conference registrations: Refunds you receive should be submitted to the Cashier in Accounting, 221 Lane Hall, and include the cancellation terms. Checks should be made payable to Bates College and should include a completed Deposit Summary Form.

Hotel: Cancellation fees, if any, should be submitted on a completed Travel and Expense Report and include the cancellation terms.

Airfare: Credits for airfare are typically valid for one year from date of purchase and should be applied to the next available business travel. Cancelled airfare details including cancellation terms should be submitted by email to financialinvoices@bates.edu so that the credit can be extended. 

I have expenses for incomplete travel that have not yet been paid. How can I get paid?

In addition to the instructions for incomplete travel above, an electronic Advance Request Form (for airline and other travel credits available for future use) including all documentation can be emailed to supervisors for approval and forwarded to financialinvoices@bates.edu for payment or submitted through campus mail when available and should include cancellation terms so that credit can be extended.

Credits for airfare are typically valid for one year from date of purchase and should be applied to next available business travel.

Can I make travel arrangements for future conferences or events? 

Please do not arrange any new travel until further notice.

How should I handle Bates College guest travel?

Please do your best to negotiate cancellation terms and future rescheduling terms in order to minimize loss to the college. 

Any expenses incurred by college guests related to cancelled events and travel should be invoiced by the guest and submitted to financialinvoices@bates.edu for payment or sent by campus mail when available. 

Please Use Extra Vigilance

For all vendor invoices and payments, please be extra vigilant in reviewing all payment requests especially during times of disruption and uncertainty, to minimize the opportunity for fraud, waste, abuse, or misuse of college funds.

Accounting telephone numbers have been forwarded. Please contact Natalie Williamson (207-786-6167 or nwilliam@bates.edu) or Steph Walsh (207-786-6444 or swalsh2@bates.edu) in the Accounting Office to discuss any situations that may seem unusual or out of the ordinary.