Questrom Finance & Administration Resources

This page provides current resources and training materials for the Questrom School of Business Finance and Administration department. Please download and utilize the forms below, as they will be the most up-to-date versions.  

If you have questions about the various processes, please contact:

Accounts Payable 

Accounts Payable (AP) is the office within the central BU Procure-to-Pay (P2P) department responsible for issuing payments to registered vendors and processing disbursement requests and External Service Provider forms (ESPs). You can contact AP through the Financial Affairs (FA) portal.

FAQs 

What do I contact AP for? 

AP can only assist with issuing payments by check or wire. Submit a ticket through the FA portal to inquire about the status of a vendor’s invoice, ask about a disbursement request you submitted, or request to reissue a check.

They will not be able to help with Travel Cards, PCards, Guided Buying, Miscellaneous Receivables, or Payroll. Do not directly message or email individuals within AP unless they reach out to you first. Always submit a ticket through the FA portal.  

How do I know if I’m supposed to pay by disbursement, ESP, etc.?  

When you submit a Supplier Request Form (SRF) or a Contract Request Form (CRF) through Guided Buying, Sourcing will respond and tell you what payment method to use.  

Sourcing said to submit a disbursement, but the vendor takes credit cards and it would be so much easier to use my PCard. Can I pay for this invoice with my card instead? 

AP will always defer to Sourcing when it comes to determining a payment method. In the event there is a legitimate business need that precludes you from using the channel that Sourcing originally advised, contact Sourcing again. 

The vendor doesn’t want to/is having trouble submitting an invoice through Ariba. Can I send it to AP or can I do it for them instead?  

No, for audit reasons, the vendor must upload the invoice against the PO in Ariba themselves. No BU administrators can upload, change, or delete invoices in Ariba; this includes Shoppers, Questrom Finance & Administration, and AP. If a vendor needs help, send them these resources.

A vendor is asking for BU’s W-9 and/or tax exemption forms. Where do I find those?  

You can find these documents on AP’s website under Resources > Tax Exemption Certificates.

Links 

Guides 

Documents 

All-Resource Planning 

All-Resource Planning is the practice of managing our departmental budgets, allocating resources, and auditing our accounts. It involves consistent review of our accounts, analysis of utilization, planning of spending, and communicating the state of the department’s finances with leadership and Finance & Administration.  

If you are responsible for Resource Planning in your department and you have not yet met with Questrom Finance & Administration, schedule a meeting here.

Resource Planning requires a comfortable understanding of SAP Reporting and basic Excel skills. Review the link to SAP Resources below to get started with Reporting training.  

FAQs 

I have to move funds from one account to another. How do I do that?  

Follow the link below to the Questrom Journal Entry Request Form. This form should only be used by Questrom staff to transfer funds between Questrom accounts or from a Questrom account to another BU department. 

If any of the accounts you’re transferring funds to or from is a gift (93-) or endowment (925-), make sure to select “moving specific transactions” when submitting the form. You will need to include an export of the transaction detail report from SAP with the expenses to be transferred.  

How do I get access to SAP Reporting or to view a specific account? 

Contact the Questrom SAP Departmental Security Administrator (DSA) at qstfin@bu.edu. In your message, include the account number(s) and the business need to view the account. 

Links 

Guides 

Documents 

Concur 

Concur is the University’s expense reporting system where faculty and staff reconcile Travel Card expenses and submit out-of-pocket expenses for reimbursement. Staff can also be assigned as delegates for guest accounts to process reimbursements for students and external guests. 

For help with Concur or expense reports, message qstfin@bu.edu. 

FAQs 

How do I start an expense report to reconcile Travel Card expenses/submit for reimbursement?  

See this guide for help with creating expense reports.

Can students use Concur to submit reimbursements for themselves?  

No. A staff member should use a departmental guest account to submit reimbursements for students or guests of the University. If you need delegate access for a guest account, contact qstfin@bu.edu.

I submitted a report for reimbursement of out-of-pocket expenses. How will I receive payment?  

By default, reimbursements are paid by check and sent to your home address on BUworks. We recommend you enroll for reimbursement direct deposit (which is separate from your paycheck direct deposit) by following this guide.

How do I reissue a reimbursement check?  

First, confirm that the check wasn’t already cashed using this guide.

If the check was not cashed, submit the Check Reissue Request Form on the Financial Affairs portal.

What are some common reimbursable expenses?  

Common reimbursable expenses include: 

  • Travel 
  • Accommodations  
  • Meals 
  • Conference registrations and conference-related professional dues 

What are non-reimbursable expenses? 

  • Gift cards – gift cards must always be purchased through the Blackhawk catalog in Guided Buying. Contact your department’s Shopper for help purchasing gift cards. Ensure that the purchase is compliant with the Gift Card Policy.  
  • Supplies and materials – supplies and material purchases should be purchased through Guided Buying or with a PCard (if allowable).  
  • Equipment – contact Rick Seaholm in ITS (seaholm@bu.edu) to purchase any equipment like computers, tablets, etc.  
  • Services – services can never be charged to a BU credit card or reimbursed. If the supplier is registered, they must be paid by PO. If the supplier is not registered submit the engagement to Sourcing through the Contract Request Form or Supplier Request Form in Guided Buying.  

Links 

Guides 

Documents 

Campus Safety

Diversity, Equity, and Inclusion (DEI)

Policies

Training

Transportation

Internal Services and Facilities 

As opposed to external vendors, we pay internal BU service providers through Internal Service Requests (ISRs) or Facilities Service Requests (FSRs).  

Internal Service Requests (ISRs) 

What do I submit ISRs for? 

ISRs are submitted for payments to BU service providers, not including Facilities. The most common BU providers we work with are Catering, BU Events & Conferences, LETS, and Parking.  

How do I submit an ISR?  

ISRs are submitted through BUworks > Procurement tab. See this step-by-step guide on how to create ISRs.

How do I know which service provider to select from the dropdown on the ISR form? 

Usually, the exact name of the service provider is on the invoice or quote. However, if it’s unclear, you should ask your contact from that provider.  

Why is my ISR still showing as a commitment even though the event has ended/the service has been completed?  

Service providers have to manually close ISRs. If the commitment has been open for longer than a month after the service has been provided, contact the provider and ask them to close out the ISR.  

Facilities Service Requests (FSRs) 

What do I submit FSRs for? 

FSRs are submitted for any work orders to be completed by BU Facilities. For example, we would submit an FSR for set-up for an event.  

How do I submit an FSR? 

FSRs are submitted through CAMMS. If you don’t already have a CAMMS account, email Zhonghong Peng (zhpeng@bu.edu) to create one. Include the account numbers you’ll need access to charge.  

See this step-by-step guide on how to submit FSRs.

Why is my FSR still showing as a commitment even though the event has ended/the service has been completed?  

The Facilities area managers have to manually close FSRs. If the commitment has been open for longer than a month after the service has been provided, contact the area manager and ask them to close out the FSR. 

Links 

Guides 

Procurement & External Payments 

BU Procure to Pay (P2P) is the merger of Sourcing & Procurement, Accounts Payable, and Travel Services. This central department manages all matters related to suppliers, payments, and travel. 

If you are a Shopper for your department and have not yet met with Questrom Finance & Administration for training, message qstfin@bu.edu.  

FAQs 

How do I pay for [product/service]? 

To determine the best procurement channel, try the following: 

  1. Check the Ordering Method Matrix.  
  2. Check if the supplier is registered on the Registered Supplier Database. If they are, you should submit a purchase requisition (PR) through Guided Buying.  
  3. If the supplier is not registered, submit the quote through a Supplier Request Form (SRF) in Ariba. If it is a contracted service, submit it through the Contract Request Form (CRF).  
  4. Ask your department’s financial administrator if we have paid for that product/service in the past and, if so, how. 
  5. Ask qstfin@bu.edu. 

I am looking for a vendor that provides [SERVICE]/sells [PRODUCT]. How do I find a relevant vendor?  

Sourcing’s What Do You Need page on their website is a good place to start.  

For a large project, you can submit the Sourcing Request Form on Ariba to initiate a competitive bid process. 

How do I get a contract signed?  

Any document with a signature line should be submitted to Sourcing for signature through a Contract Request Form on Ariba. No one in Questrom is authorized to sign a binding agreement on behalf of the University. All documents, regardless of scope or dollar value, must be signed by an authorized signatory in Sourcing or the Office of the General Counsel. 

For questions about the contracting process, message qstfin@bu.edu.  

Sourcing told me to pay by disbursement/External Service Provider form/PR, but it’s easier to just charge a credit card. Can I use my Travel Card/PCard?  

Questrom does not have the authority to approve use of a payment method that differs from Sourcing’s instructions.  

If there is a legitimate business reason why the vendor cannot accept the payment method Sourcing instructed us to use, reach out to the administrator at Sourcing to explain the situation and ask for an alternative payment method. Urgency and convenience are not legitimate business reasons.  

What types of purchases have special restrictions?  

  • Gift cards are considered taxable income and can only be purchased/given for certain situations. Check the BU Gift Card Policy for more information. Gift cards must be purchased through the Blackhawk catalog in Guided Buying – never out of pocket or using a BU credit card.  
  • Equipment and contracted software must always be purchased through Questrom ITS. Contact Rick Seaholm (seaholm@bu.edu) for help buying computers, tablets, etc.  
  • Promotional items need to be approved by Questrom MarCom before the purchase is made and can only be purchased through registered suppliers. This includes branded “swag” like water bottles, t-shirts, notebooks, etc. PRs that do not have written approval from MarCom will not be approved.

Links 

Guides 

Documents 

Purchasing Cards (PCards)  

What are PCards used for?
PCards are normally used for low-dollar, low-risk material purchases. Occasionally, Sourcing may permit the use of a PCard for atypical expenses. Always check with Sourcing whether you can use a PCard for purchases not explicitly allowed by the PCard Policy or the Ordering Method Matrix.  

The University limits PCards to one per department. Do not apply for a PCard without first contacting Finance & Administration.  

FAQs

What are expenses never allowed on a PCard?  

  • Gift cards – gift cards must always be purchased through the Blackhawk catalog in Guided Buying. Contact your department’s Shopper for help purchasing gift cards. Ensure that the purchase is compliant with the Gift Card Policy.  
  • Equipment – contact Rick Seaholm in ITS (seaholm@bu.edu) to purchase any equipment like computers, tablets, etc.  
  • Services – services can never be charged to a BU credit card or reimbursed. If the supplier is registered, they must be paid by PO. If the supplier is not registered submit the engagement to Sourcing through the Contract Request Form or Supplier Request Form in Guided Buying.  
  • Travel expenses – accommodations, travel fares, and meals should always be charged to a Travel Card. 

What is the transaction limit/monthly limit for PCards? 

PCards have a $30,000 monthly limit and a $3,000 transaction limit. Do not split a purchase that exceeds the $3,000 transaction limit – you must submit a transaction limit increase request.  

If you need to request a temporary monthly limit increase: 

  1. Fill out the memo template. Include as much detail as possible about your current spend and expected total spend for the rest of the month. 
  2. Send the memo to qstfin@bu.edu as a PDF file for Marissa’s signature. 
  3. When Marissa returns the signed memo, your approver should submit the Monthly Limit Increase Form on the PCard site.  

If you need to request a transaction limit increase: 

  1. Fill out the memo template.
  2. Send the memo to qstfin@bu.edu as a PDF file for Marissa’s signature. In the email, attach the invoice or quote, contract (if applicable), and approval from Sourcing (if applicable).  
  3. When Marissa returns the signed memo, your approver should submit the PCard Single Purchase Increase Form.  

Why did my PCard get rejected?  

If your card gets rejected at the point of sale, the first thing you should do is call the number on the back of the card. Ask the representative for the rejection reason and then message qstfin@bu.edu.  

How do I reconcile my transactions?  

A few days after a purchase is made, the transaction will show up on the Bank of America WORKS platform. The cardholder must allocate the transaction, change the text description, and add a receipt. See this guide for more details.  

Cardholders and approvers are responsible for signing off on their transactions every month before the monthly posting dates.  

After the monthly posting date, you will no longer be able to change the description, GL, or account number. However, you will still need to add receipts and sign off. If the expense needs to be moved to a different account, submit the Questrom Journal Entry Request Form.  

Links 

Guides  

Student Employment 

Questrom payroll manages the hiring and maintenance of all student positions, including teaching and research assistants, proctors, and department support. We work closely with the Student Employment Office (SEO), BU HR, and BU Central Payroll.  

Please contact Questrom payroll at qstpay@bu.edu.   

FAQs

How do I hire a student employee? 

Once a student has been selected for employment, the supervisor should submit the Student Hire Form to qstpay@bu.edu. Incomplete forms will be returned – please do not omit information on the form as each field is necessary to process the hire.  

Questrom payroll will initiate the hire. The student will receive an email from SEOadmin@bu.edu with any pending onboarding forms that are needed in their JobX Dashboard. Once their forms are complete and their hire has been approved, the student will receive a hire confirmation email.  

When can my student begin working? 

Student employees are not permitted to begin working until their hire confirmation has been received.   

Please submit hire forms for your students 1-2 weeks ahead of their anticipated start date to ensure their onboarding is finalized well in advance.  

What are the restrictions for student employees? 

Student employees are permitted to work up to 20 hours per week at BU during the academic year. In summer and during break periods, students are allowed to work up to 40 hours per week. 

Graduated students cannot be hired as student employees – they will need to be rehired as temporary staff.

In accordance with the new BUGWU contract ratified in Fall 2024, PhD students are no longer permitted to hold any additional positions beyond their fellowship stipend.   

Links 

Guides 

Documents 

Temporary Employment 

Questrom payroll manages the hiring and maintenance of internal temporary staff positions (not coordinated through BU Terrier Temps).

BU defines a Temporary Employee as an individual who works in either a part-time or full-time position with an assignment lasting less than nine (9) months.

Temporary Employees are paid only for time worked and are not eligible to receive University benefits other than statutory benefits such as worker’s compensation and unemployment compensation.

Temporary employees hired through BU payroll, whose primary place of work is in Massachusetts, accrue earned sick leave through working at a rate of one (1) hour of earned Sick Leave for every thirty (30) hours of work, including overtime hours, up to forty (40) hours per calendar year. Temporary employees begin accruing earned Sick Leave on their first day worked and may begin to use their earned Sick Leave ninety (90) calendar days after the date of hire.

Temporary Employees are eligible to participate in the Boston University Retirement Plan and the Supplemental Retirement & Savings Plan provided they meet the eligibility requirements as outlined in the Faculty & Staff Benefits Handbook.

FAQs

How do I hire a temporary employee? 

  1. Complete the Position Request Form that will verify the funding/budget and details for the position. The person who manages the dept budget will sign off on the dept authorization. Please ensure the Budget Worksheet and Funding Source Confirmation sections are completed correctly.
  2. Complete the Temporary Employee New Hire form.
  3. Submit all completed forms to qstpay@bu.edu.
  4. Questrom Payroll will create the position and complete the hire. It takes approximately 1-2 weeks.

Incomplete forms will be returned – please do not omit information on the form as each field is necessary to process the hire.

IMPORTANT: International temporary hires must contact ISSO at the beginning of this process to confirm they are eligible to work as a staff member at BU. They will not be able to begin working until they have their EAD card and can complete their I-9.

When can my new hire begin working? 

Temporary employees are not permitted to begin working until their hire confirmation has been received.

Please submit hire forms for your employees 1-2 weeks ahead of their anticipated start date to ensure their onboarding is finalized well in advance.

What are the restrictions for temporary employees? 

  • Temporary employees are allowed to work up to 9 months total in their position.
  • Temporary employees are generally hourly and submit timesheets to receive payment. If your staff member should be weekly salaried instead, please reach out to qstpay@bu.edu to ensure that is possible.
  • The funding source will be charged a 33.2% fringe rate* on top of the temp’s base hourly wages. *rate subject to change
  • Unlike student employees, temporary staff cannot hold more than one position at a time.
  • If the temporary staff member will be occupying a Teaching or Research Assistant role, the supervisor must submit a justification on why they cannot hire a current BU student for this position instead. BU strongly encourages hiring current students for these positions instead of a temporary employee because of the costs for hire and the loss of opportunity for these students to gain work experience and financial compensation through the university.

Links 

Guides 

Documents 

Travel Cards (BU Visa) 

What are Travel Cards used for?  

Travel Cards are typically used for allowable travel and business expenses such as airfare, accommodations, taxis/rideshares, meals, meetings, etc. Always check with Sourcing whether you can use a Travel Card for purchases not explicitly allowed by the Travel Card Policy, the Travel and Business Expense Policy, or the Ordering Method Matrix. 

FAQs

How do I apply for a Travel Card? 

  1. Take the BU Travel Services Travel Card training.  
  2. Fill out the Travel Card Cardholder Agreement and send to Marissa Paeglow (qstfin@bu.edu) for the Financial Approver Signature.  
  3. When Marissa returns the signed form, attach it to the Travel Card Application Form.  
  4. Once you’ve received your card, follow the activation procedure and message qstfin@bu.edu to set up Travel and Concur training.  

What is the transaction/monthly limit for Travel Cards?  

Your monthly limit is the spending tier that you selected on your Travel Card application. There is no transaction limit as long as you have available credit.  

If you need to request a temporary monthly increase:  

  1. Fill out the Travel Card Monthly Increase Spreadsheet and the Temporary Limit Increase Memo.  
  2. Send to qstfin@bu.edu: 
    • Monthly increase spreadsheet 
    • Limit increase memo as a PDF 
    • Breakdown of current spend and projected spending for the time period you are requesting the increase for 
    • Any relevant quotes, contracts, or other documentation 
  3. Finance and Administration will request the limit increase.  

If you need to request a permanent monthly increase: 

  1. Fill out the Travel Card Monthly Increase Spreadsheet and the Permanent Limit Increase Memo.  
  2. Send to qstfin@bu.edu: 
    • Monthly increase spreadsheet 
    • Limit increase memo as a PDF 
    • Breakdown of projected monthly spending  
  3. Finance and Administration will request the limit increase.  

Why did my Travel Card get declined?  

If your card gets rejected at the point of sale, the first thing you should do is call the number on the back of the card. Ask the representative for the rejection reason and then message qstfin@bu.edu.  

How do I reconcile my expenses?  

Cardholders will need to submit expense reports through Concur. For guidance, see the Concur section above or message qstfin@bu.edu.  

Take note of the reconciliation deadlines to make sure you remain compliant.  

What expenses are never allowed on a Travel Card? 

  • Gift cards – gift cards must always be purchased through the Blackhawk catalog in Guided Buying. Contact your department’s Shopper for help purchasing gift cards. Ensure that the purchase is compliant with the Gift Card Policy.  
  • Supplies and materials – supplies and material purchases should be purchased through Guided Buying or with a PCard (if allowable).  
  • Equipment – contact Rick Seaholm in ITS (seaholm@bu.edu) to purchase any equipment like computers, tablets, etc.  
  • Services – services can never be charged to a BU credit card or reimbursed. If the supplier is registered, they must be paid by PO. If the supplier is not registered submit the engagement to Sourcing through the Contract Request Form or Supplier Request Form in Guided Buying.  

Links 

Guides