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Division of Financial Services

Division of Financial Services
Kansas State University
105 Anderson Hall
919 Mid-Campus Dr. North
Manhattan, KS 66506

Division of Financial Services

Due to the university's limited operations status, the Division of Financial Services has instituted several adjustments to business processes to provide ease of access for business continuity. You can review those details below. Please also review the university's COVID-19 website, which is compiling all general university guidance.

Reduced Hours of Operation

Reduced hours of operations will be in place. Staff will continue to be available from 8 a.m.-5 p.m. in each area to answer questions via phone or email. Information for each unit is below.

General Accounting

  • Phone: 785-532-6202
  • Email: genacctg@k-state.edu (general questions) or bpc@k-state.edu (BPC-related questions)
  • Limited staff will be available in Unger Complex, Suite 500 from
    11 a.m.-1 p.m. Monday-Friday to facilitate critical financial operations.

Cashiers and Student Accounts

  • Phone: 785-532-6317
  • Email: cashiers@k-state.edu
  • Staff will be available in 211 Anderson Hall by appointment from
    11 a.m.-1 p.m. on Wednesdays and Fridays to accept deposits. Email cashiers@k-state.edu to schedule an appointment.

Purchasing

Sponsored Programs Accounting

Purchasing Guidelines

PPE Vendor Information  eID & password required

Emergency Purchasing Protocols have been implemented for purchases related to responding to COVID-19. Purchases related to facilitate the acquisition of goods and services needed to implement continuity plans are considered to have prior authorization and may proceed without following standard competitive bidding processes. Please notify Purchasing by emailing kspurch@k-state.edu of the procurement action related to COVID-19. 

To be clear, contract review procedures through the Office of General Counsel are still required and the Purchasing Office is available to assist in that process. Please email the contract to kspurch@k-state.edu with the completed contract checklist. Please note on the checklist that the contract is related to COVID-19.

Procurement actions unrelated to the COVID-19 response should follow normal procurement procedures. 

Payment Document Submission

Electronic Submission Processes  eID & password required

If unable to utilize electronic processing, hard copy documents will still be accepted. Please be aware of university mail processes and limited General Accounting staff on-site availability.

Business Procurement Card

To best facilitate payments to vendors, unit financial liaisons should utilize the University Business Procurement Card whenever possible. Additional information on how to temporarily increase credit limits to facilitate purchases and guidelines on how to prioritize submission of documents electronically may be found in the Electronic Document Submission link above. As the situation evolves, the Division of Financial Services will continue to review and update processes to facilitate financial operations.

Expenditure Tracking

A “flag” has been instituted for units to use when paying for costs associated with COVID-19 preparations and ramifications, as well as unanticipated travel costs. The use of this flag will help track the financial impact. The below flag is available in eForms for use across all types of payment documents.

"Expenditures are associated with novel coronavirus (COVID-19)."

Understanding that we are working in a very fluid environment that is continually changing, we will continue to revisit our policies/procedures to determine what may need to be improved or revised in order for units to continue operations. 

Travel Cancellations and Reimbursements

Travelers (or designated travel liaisons) need to work with travel vendors to seek a refund for expenses associated with canceled travel.

500 Internal Server Error

Internal Server Error

The server encountered an internal error and was unable to complete your request. Either the server is overloaded or there is an error in the application.

   

Unit heads, or their designee, will be responsible for tracking travel credits and insuring that they are used towards future business travel expenses.

Additional Costs

Cell Phone Purchases

  • 500 Internal Server Error

    Internal Server Error

    The server encountered an internal error and was unable to complete your request. Either the server is overloaded or there is an error in the application.

Cell Phone Usage

  • If a cell phone stipend is included in the employee’s contract, then no additional reimbursement is needed.
  • Otherwise, only reimburse costs that would not have been incurred if the business use was not present. This could include need for increased data plan or apps to enable better phone reception. 
    • Employee would have to document the increased costs by providing their cell phone bill and showing evidence of increased cost.

Internet Usage

  • Employees: Only reimburse costs that would not have been incurred if the business use was not present.
  • Students: 
    • Student workers: Only reimburse costs that would not have been incurred if the business use was not present.
    • Students: No reimbursement allowed.

Other

  • Employees and Student Workers: Procurement of other items/services to enable telework are allowable. Items and services with significant value that extend a benefit to the employee at a personal level beyond the duration of the COVID-19 response may need further review to determine appropriate allocation of cost.

Customer/Student Refunds

All credit card payment refunds to non-students must be refunded through the credit card process. If you are unable to process a refund through your own merchant terminal, contact Jim Badders at jbadders@ksu.edu.

If you have received approval to refund miscellaneous student fees, please work with Jim Badders at jbadders@ksu.edu to determine if you can utilize KSIS to process refunds.

Overdrafts

The Division of Financial Services monitors overdrafts on university accounts. Regardless of an account balance, payroll will always process and be paid. However, for the payment of goods and services, payments are prevented on accounts that have been in overdraft in excess of three months unless a letter of request for exemption to the policy is on file. 

During the COVID-19 crisis, this policy will be relaxed. If you require a hold to be lifted from an account during the time of limited university operations, please email the full account number (Project, Fund Source, Organization) to genacctg@k-state.edu and the Division of Financial Services will provide a three-month policy exemption.  

Asset Management

As we transition to temporary telecommuting, there will be the need to take university property off campus to facilitate critical work. You should utilize this agreement to use KSU properties off campus to keep track of any equipment checked out by your staff members to maintain continuity of operations, including but not limited to computers, back-up drives, etc. If needed, you may utilize an alternative form of tracking to ensure the safeguarding of your assets. All forms utilized for tracking should be maintained in the department. Items purchased or reimbursed with university funds to facilitate off-site work will be considered Kansas State University property and should be tracked and ultimately returned to campus.

Campus Mail and Deliveries

Mail will not be collected from and distributed to campus buildings during the limited operation period. Departments may pick up and drop off outgoing mail at the Mail Center in Dykstra Hall between 2-5 p.m. Monday through Friday. Departments should postpone non-essential deliveries to campus. Additional information regarding mail is available in K-State Today.