Frequently Asked Questions

Find the answers to frequently asked questions for the Finance Department.

Accounts Payable Quick Links

How do I gain security access to submit the Direct Pay Form online?
What if I don't see my approver listed on my Direct Pay Form?
I keep getting an error message for the Direct Pay Form, what do I do?
How do I search for vendors?
What is the Purchasing Card? 
What are the different methods to be reimbursed for purchases I have made on behalf of the College?
I bought an item for my department and the store told me they would send the bill to Rollins. Is this okay?
What is the current mileage reimbursement rate?

For information regarding purchase orders and other purchasing related questions can now be found on the Purchasing Department's website. Visit Site

Argos Questions

In the new fiscal year, why do I not see some or all of my budgets listed in the dropdowns?
When will I see my carry forward budget from the previous fiscal year?

Bursar's Office Quick Links

How do should I request reimbursements for small purchases that I have made on behalf of the College?
What do I do if I receive a fraudulent check from Rollins College?

Additional information regarding Student Payment, Form 1098T, Education Tax Credits can now be found on the Bursar's Office website. Visit Site

Finance/General Accounting Quick Links

How do I gain access to Banner/Argos view a specific Fund and/or Org?
When and how do I request a new fund code? 
When and how do I request a new organization code? 
What is the difference between a permanent budget vs a temporary budget?
What does the “Encumbrance Activity” column on the Budget Viewer Report mean?
What is an endowment? 
What are endowments used for? 
How are endowments recorded in the College’s accounting system? 
How is the amount of endowment spending determined?


Accounts Payable

How do I gain security access to submit the Direct Pay Form online?  The new Direct Pay form procedure requires that each individual have Banner Security to "post" to the fund and/or org they are using to submit the Direct Pay request.  Please follow the below instructions in order to gain access:

1. Email accountspayable@rollins.edu to gain access to the online system.

2. Request access to a specific Fund and/or Org:

Individuals with Banner User IDs:
a. Prior to the new Direct Pay implementation, if you had access to the fund and/or org for reporting purposes you were retroactively given access to post.  
b. If you do not have access to the fund and/or org, please submit a Budget Access Request Form (Download Instructions).

Individuals without Banner User IDs:
a. You must first submit a System Request Form (Download Instructions) to IT to have a User ID created. When you receive a confirmation email that your ID has been created then
b. The Budget Access Request Form (Download Instructions) should be submitted.

If you are unsure if you have a Banner ID or whether you have access to a specific Fund and/or Org, please contact the Finance department who can provide this information for you.

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What if I don't see my approver listed on my Direct Pay Form? Email your request to the Accounts Payable department.

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I keep getting an error message for the Direct Pay Form, what do I do?

1. Invalid Budget Code: If you are receiving an INVALID error when entering Fund and/or Org, this means you do not have the appropriate security access.  Please submit a Budget Access Request Form in order to gain access.  You will receive a confirmation once your access has been granted.

2. Unable to see the form: If you receive the following error: "We apologize but your user id has not been set up to use this system. Please check with the AP office at accountspayable@rollins.edu if you feel this is in error." Please contact Accounts Payable to grant your user ID access per the instructions provided.

3. Unable to see your approver: If you do not see your approver listed, please contact the Accounts Payable department.

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How do I search for vendors? Vendor Search Tips:

  • When searching for vendors, use the legal name (not the dba, "doing business as" name)
  • When searching for people, use the last name only
  • The search feature accepts a "%" as a wild card.  You can use the "%" either before or after a word.  Examples: 
    • If the last name is Bryan-Bethea, search for %Bryan% or %Bethea%
    • If the vendor name is Office Depot, search for Office% or %Depot%
  • If the page returns a significant number of people, use "F3" to help search on the page.  If you hit "F3", there will be a small search window that comes up and you can do a traditional page search to help you find the name you are looking for.

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What is the Purchasing Card?  The Purchasing Card or “P-card” is a Mastercard issued on request to Rollins employees for the purpose of making necessary and routine purchases on behalf of the College. The College pays the balance in full each month. Cardholders are able to code transactions to their budgets and the appropriate accounts via the on-line management system called SunTrust Enterprise Spend Platform.

If you wish to apply for a P-card, please submit a Procurement Cardholder Application.  Training will also provide on the proper use of a Rollins p-card. 

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What are the different methods to be reimbursed for purchases I make on behalf of the College?  First consider if you can make the purchase using a Purchasing Card so the need to request reimbursement is eliminated. See the question “What is the Purchasing Card?” under the Vendor Payments/Accounts Payable section below.

If you make purchases on behalf of the College using personal funds, the method of reimbursement depends on the nature and amount of the purchase.

  • Travel Expense Report: Travel expenses and entertainment involving people who are not Rollins’ employees including candidates, recruits, contractors, trustees and board members
  • Petty Cash: Non-travel related reimbursements for expenditures made on the College’s behalf with an aggregate total less than $200.00 should be requested in petty cash. This includes meals and entertainment that involve only Rollins students and/or employees , as well as local mileage, parking and tolls (totaling $50 or less).
  • Direct Pay/ Check Request: For larger expenses ($50.00 minimum total preferred), you will receive your reimbursement in the form of a direct deposit or a check.

Please note: All office furniture purchases should be made via a Purchase Order as the Purchasing Department buys high quality furniture from approved vendors. 

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I bought an item for my department and the store told me they would send the bill to Rollins. Is this O.K.? Yes, If you make a purchase directly from a vendor (not on a purchase requisition) who agrees to bill the College for payment. However, make sure your department receives the invoice; you can submit it to Accounts Payable with a Direct Pay/Check Request Form. If the purchase was initiated with a Purchase Requisition, then the vendor is instructed on the Purchase Order to mail the invoice directly to Accounts Payable. If you should happen to receive an invoice from a vendor that was initiated with a Purchase Requisition, please forward it immediately to Accounts Payable.

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What is the current mileage reimbursement rate? The 2017 business mileage reimbursement rate is $0.535 per mile. The 2017 relocation mileage reimbursement rate is $0.17 per mile.

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Argos Questions

In the new fiscal year, why do I not see some or all of my budgets listed in the dropdowns? When the college transitions to a new Fiscal Year (FY), we begin to allow users to see their activity for transactions in the new year.  However, your fund, org, or accounts will not populate in the report viewer within Argos until there has been activity within the respective locations.  More specifically, once you begin to spend money from those budgets, you will see these transactions and the fund org and account will populate within the report viewer.

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When will I see my carry forward budget from the previous fiscal year?

Finance is working diligently throughout each summer to close out the previous fiscal year and begin processing activity for the new fiscal year.  Once we are able to close the previous fiscal year, we will roll forward your previous over or underspending within each fund and/or org.  Our goal for this to take place is within mid July.

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Bursar's Office

How should I request reimbursement for small purchases that I make on behalf of the College? Non-travel related reimbursements for expenditures made on the College’s behalf with an aggregate total less than $200.00 should be requested in petty cash. This includes meals and entertainment that involve only Rollins students and/or employees , as well as local mileage, parking and tolls (totaling $50 or less).  Fill out a Petty Cash Voucher, tape original receipts to the back, have it signed by a supervisor and bring it to the Bursar’s window in the Warren building. You can receive cash reimbursement the same day (up to $200.00) if you bring your voucher to the Bursar’s window by 4:00 p.m. You may send an administrative assistant or a work/study student to submit the voucher and pick up your cash.

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What do I do if I receive a fraudulent check from Rollins College?

  • If you have received a check that appears to be from Rollins College, but you have no affiliation with Rollins or do not know why you are receiving the check, it is a fraudulent check.
  • If you would like to report a fraudulent check that was delivered via United States Postal Service, please visit the postal inspectors’ website and click on mail fraud. Visit Site.
  • Rollins College does not need copies of the check or further information, but the postal service may ask for details.  Otherwise, please destroy the check.

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Finance/General Accounting

How do I gain access Banner/Argos to view budgets for a specific fund/org?

Individuals with Banner User IDs:

  1. Please fill out the budget access form, which is located on Foxlink.  Look for the Employee Tab, and click on Finance/Contracts.

Access to Argos
If you have a Banner ID then you should already have access to Argos.  Your login and password is your fox ID and password.  Having trouble logging in?  Contact IT Helpdesk for assistance at helpdesk@rollins.edu

If you are unsure if you have a Banner ID or whether you have access to a specific Fund and/or Org, please contact the Finance department who can provide this information for you.

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When and how do I request a new fund code?  Fund codes are established to track expenditures from a specific funding source – i.e. the College receives a gift or grant to be used for a specific purpose or project.

New fund codes for gifts or grants are submitted to Finance by the Advancement Services department.  Please provide the original documents from the donor along with the check to be deposited. Original documents may include a signed Letter of Intent, a letter from the donor, or a grant agreement. Please also provide the name of the new fund’s financial manager.

New fund codes may also be established for student organizations, certain activities that generate income such as fundraisers and charitable campaigns. To create a # code, please submit a New Fund Code Request. Please contact the Finance Department if you have questions about establishing a new fund code.

Once a new fund code is assigned, you will be contacted by the Finance Department with the new code.

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When and how do I request a new organization code? A new organization code is requested to track expenditures for a new activity, typically when a new “department” is added to the College – i.e. the College of Arts & Sciences adds a new program for Earth Science.  If in doubt as to whether you need a new organization code, please contact the Finance department for assistance.

To create a new organization code, please submit a New Org Code Request. This form should include a description of the purpose and need for the new organization, its restrictions, funding, etc. and state the financial manager. It should include a budget by account code of projected revenues and expenditures. Your Vice President should approve the request before submitting to Finance. Once a new organization code is assigned, you will be contacted by the Finance Department with the new code.

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What is the difference between a permanent (base) budget and a temporary budget?

Permanent (base) budget: This is the budget that carries from fiscal year to fiscal year. A permanent budget reallocation to another budget line is a permanent reduction; a permanent reallocation from another budget line is a permanent increase. The ending permanent budget will carry forward to the new fiscal year; it is not affected by temporary budget reallocations.

Temporary budget: Temporary budgets are only in effect for the current fiscal year, and don't carry forward to the next year.  Temporary budgets don't affect permanent budgets. Most budget reallocations requested or initiated by departments should be temporary reallocations.

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What does the “Encumbrance Activity” column on the Budget Viewer Report mean? 
The Encumbrance column contains purchase commitments made as the result of a purchase order. When the purchase order is established, funds are committed to cover the estimated amount of the purchase. When payment is made, the commitment of funds is reversed in the Encumbrance column and the payment is recorded in the Expenses column.

Occasionally a purchase order is not closed after final payment is made to the vendor. This can happen for several reasons. For example, the payment may have been made based on a Direct Pay/Check Request form so it was not matched with an open purchase order. If you see an encumbrance against your budget that should be closed, contact the Purchasing department.

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What is an endowment? An endowment is a permanent fund that provides support for programs at Rollins College. Endowments are created by donors who may specify the purpose for which the endowment income may be spent.

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What are endowments used for? 

Some common purposes for endowments include:

  •   Support for the College, generally. These are referred to as unrestricted endowments;
  •   Support for chairs and other distinguished faculty;
  •   Scholarships;
  •   Support for instruction and research, and for libraries, student services, and athletics;
  •   Support for other College programs such as Knowles Memorial Chapel and the Cornell Fine Arts Museum;
  •   Equipment acquisition and the maintenance of buildings and other physical assets.

Endowments are critical to Rollins because their purpose is to provide a predictable and growing income stream for College activities. The availability of these resources reduces the College’s dependence on tuition income and provides needed flexibility to direct unrestricted resources to areas of greatest need. It is no accident that the finest colleges and universities boast large endowments. These funds are an irreplaceable source of quality, stability, productivity, and creativity.

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How are endowments recorded in the College’s accounting system?

When a new endowment gift is received, two distinct funds are established in the College’s financial records – a principal fund and a spending fund.  The principal fund is comprised of amounts available for investment, and includes the original and any subsequent gifts, along with accumulated earnings generated by the investment of those gifts. Amounts authorized for spending are transferred from the principal fund to the linked spending fund, where they are retained until they are needed for expenditure for the endowment purpose.

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How is the amount of endowment spending determined? Gift and other endowment additions, earn a spending distribution at the annual rate of 4.5% in the fiscal year of investment. Each fiscal year thereafter, the spending distribution is increased by an annual rate of 3%. Annual spending, in dollars, will never fall below 3.5% or exceed 5.5% of the beginning fair market value of the endowment.

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Finance Department
Rollins College
Mailing Address: 1000 Holt Ave.-2715
Winter Park, FL 32789
T. 407.646.2125
Office Location: 422 West Fairbanks Building