COVID19 Finance Procedures

Invoices

Forward all electronic invoices to accountspayable@sfcollege.edu. Physical mail coming into the Office for Finance is collected daily to ensure timely processing of paper invoices. We recommend asking vendors to email your 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. 

IMPORTANT: All invoices must include a valid purchase order (PO) number.

Staff who are working from home and unable to access Petty Cash should use the following procedure for personal reimbursement:

1. Submit a requisition to eStaff via the Requisition Request/Inquiry menu option. Be sure to include the SF ID number of the person being reimbursed.
2. Once the requisition is approved and the purchase order has been created, email your receipt(s) and any other documentation to accountspayable@sfcollege.edu. Be sure to include the PO number and confirmation to proceed with the reimbursement.

Employee Reimbursements

If the employee receives direct deposit payroll, the reimbursement will automatically deposit into their primary financial account. EFTs are sent to the bank on Tuesday and Thursday evenings. Please allow 3-5 business days for the reimbursement to reflect in your account.

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.

Update (Jan 2021): All registration fees for virtual conferences, whether one-day or multi-day, should be submitted as a Purchasing requisition using the GLC 60501. Travel requisitions are no longer required for virtual conference registration where no travel will occur. 

Out-of-District

For travel that has already occurred, and you are seeking reimbursement for expenses, submit your Out of District Travel Voucher 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 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.

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

Student Accounts

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

Cashiering

• One cashier window will be open Monday-Friday from 8:15am to 4:15pm (closed for lunch between 1:15-2:15). Please remember that face coverings are required on SF campus.
• The College will continue to accept payments online and via postal mail. (Do not send cash or credit/debit card information in the mail.)

Current Term Tuition/Fees

To pay 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: select View and Pay Fees, select Pay All, click Tuition Payment Plan, and complete the application. 

Obligations

Outstanding balances can be paid in following ways:

• Credit/Debit 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/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 cash or credit/debit card information by mail.