COVID19 Finance Procedures

Invoices

Forward electronic invoices to accountspayable@sfcollege.edu. Physical mail coming into the Office for Finance is picked up daily to ensure timely collection of paper invoices. If your department usually receives invoices at your mailbox, we recommend asking the vendor to email invoices directly to accountspayable@sfcollege.edu.

Checks

Checks are processed once per week on Thursday. To ensure an invoice is paid on the Thursday check run, it must be sent to the Accounts Payable email by the close of business on Tuesday. 

While we are not on campus to utilize petty cash, the following procedures are required for all personal reimbursements:

1. Submit a requisition to eStaff via the Requisition Request/Inquiry menu option.
2. Once the requisition is approved and the purchase order created, email your receipt(s) and any other documentation to accountspayable@sfcollege.edu.
   • Include the PO number and confirmation to proceed with the reimbursement.

Employee Reimbursements

If the employee receives direct deposit payroll, their reimbursement will automatically deposit into their primary bank account. EFTs are sent to the bank on Tuesday and Thursday evenings. Please allow approximately 3-5 business days to reflect in your bank account. The actual date of fund availability may vary based on banking institution.

Student Reimbursements

A check will be mailed to the address in the system. Please make sure the student has the most up to date address on file. Checks are processed once per week on Thursday. In order to ensure the invoice will be paid on the Thursday check run, it must be sent to Accounts Payable by the close of business on Tuesday.

FUND 6: If the student reimbursement is coming out of a fund 6 (student club) account, please contact dennis.ohearn@sfcollege.edu to process the refund.

Out-of-District

For travel that has already occurred, and you are seeking reimbursement for expenses, submit your Out of District Travel Voucher(Opens in new window) along with all receipts for reimbursement to accountspayable@sfcollege.edu. During this time, we will accept digital signatures from the traveler and supervisor.

In-District

Paper in-district travel can be submitted to accountspayable@sfcollege.edu. Attach your In-District Travel Voucher(Opens in new window) along with any supporting documentation. During this time, we will accept digital signatures from the traveler and budget authority.

Reimbursements

Finance will continue to process travel reimbursements by EFT on Tuesday and Thursday evenings. Please allow approximately 3-5 business days for your reimbursement to reflect in your bank account. (The actual date of fund availability may vary based on banking institution.)

Cancellations

Notify accountspayable@sfcollege.edu promptly if your trip has been cancelled. Include your travel number along with any relevant information such as:

• Will registration be refunded?
• Will hotel deposit be refunded?
• Will airfare be refunded or credited?
  • If you are receiving an airline credit:
    • What is the airline name?
    • What is the credit value?
    • When does the credit expire?

Refunds/Credits

An invoice will be sent to you for the amount you anticipate being refunded. This invoice is used to help the Office for Finance to keep track of the large volume of refunds we are currently receiving.

• Refunds: Once you receive your refund, you can transfer it via check (made out to Santa Fe College) cash, or credit card (the charge will balance out the credit placed on your card) at the Cashier Office in the Admin Building. While working remotely, cashiers can process credit cards over the phone: call 352-395-5227 and leave a message that you would like to pay a refund invoice, along with a contact phone number. Reference customer number C1275 and the invoice number on the invoice that was sent to you.
• Airline Credits: At this time Finance is keeping a list of airline ticket credits. It will be determined at a later date how to handle these credits. Any such credits will not be listed on the invoice that is sent to you.

IMPORTANT: Students are required to use their Office 365 email account ([yourname]@go.sfcollege.edu) when communicating with the College. 

Student Accounts

For any questions or concerns regarding your student account, email student.accounts@sfcollege.edu. Be sure to include your name, SF ID number, and phone number. 

Cashiering

The College will continue to accept payments via credit card, check, or money order. Cash payments cannot be accepted at this time, but keep in mind there are many ways to convert cash into a payment method the college will accept. (Please note that some methods to convert your cash may charge fees. Santa Fe College does not endorse any particular bank, payment system, or financial entity.)

• Current Term Tuition/Fees can be paid via eSantaFe: select Finances, then View and Pay Fees. Santa Fe accepts payment by e-check, debit card, and all major credit cards (MasterCard, Visa, American Express, and Discover).
• Tuition Payment Plan: Santa Fe College partners with NelNet Business Solutions to offer  a tuition payment plan. Students pay an enrollment fee to participate in the plan. Enroll via eSantaFe: click View and Pay Fees, select Pay All, click Tuition Payment Plan, and complete the application. 
• Outstanding Obligations can be paid in following ways:
  • Credit Cards - email cashier@sfcollege.edu or leave a voicemail at 352-395-5227.  Be sure to include your name, SF ID number, and phone number. A cashier will contact you to process your payment. 
  • Checks or Money Orders – Include your SF Student ID number on all checks and mail to:
    • Santa Fe College, Attn: Cashier Office, 3000 NW 83rd ST, Gainesville, FL 32606
    • Do not send any other form of payment by mail.