Faculty & Staff
This page is dedicated to the needs of Faculty & Staff within the Student Accounts arena. Areas of interest will be added as developed to assist with Field Trips, Faculty Led Abroad Experiences and Departmental Deposits. This will be a work in progress for the next year or so. If you have a suggestion for this page, or a need from our office - please feel free to let us know!
KU Policy states that no department or employee may collect cash or checks without the approval of the controller. This includes field trips, lab fees, manuals, supplies and more. Since all funds must come to the Office of Student Accounts (OSA), please see below for various ways the campus community can make payments as needed.
Bear Bucks for Faculty & Staff
Bear Bucks can be added to employee ID cards as needed throughout the year in two ways; via check in the KU Card office OR online with a credit card by clicking here. Please allow at least 1 business day for the availability of the Bear Bucks when purchasing online.
Field Trips / Conferences / summer camps
We are now able to create an online page, with an event specific URL, for a course trip or excursion that requires payment or for a conference being held on campus. This online webpage will enable payers to enter any required information and to make payment online with a credit card. Some of the functionality the system provides, includes setting maximum enrollment or purchasing limits (ie number of seats available). A request form will be developed shortly that will share the offerings and lead time needed to create this page. In the meantime, feel free to email email@example.com with any inquiries or needs you anticipate. We will do our best to accommodate you and help!
Faculty Led Abroad Experiences
This process can be somewhat complicated from beginning to end (submitting for COT approval to P-card transactions during the experience). OSA involvement in the process is to work with you to set up the ability for students to submit and pay, their non-refundable $200 deposit online. Our office will work with you to create appropriate due dates that will best suit your needs in order to get final approval to purchase flights in a fair amount of time. We will create an item type if one doesn't already exist, accept payments from students, discuss aid opportunities if needed (involving Financial Aid Services as needed), and confirm paid enrollment for final approval to be granted. Remember, airline tickets should not be purchased without final approval. We are happy to support our faculty and students in these "once in a lifetime" opportunities! Please contact us if you are considering an abroad proposal, have just been approved, or simply want to discuss the process.
Occasionally your department may be approved to collect funds (i.e. Rec Center, Student Union building front desk, athletic ticketed events). Collection of funds may in cash or check depending on approval. Deposits should be no less than weekly. When you are prepared to deposit these items into a cost center, please follow the below guidelines and tips in order to avoid misapplied funds, returned checks or lost items.
- Never campus mail checks or cash.
- Do not write any other numbers on the bottom of the check. If you want to add a student ID# or Cost Center please do so at the top.
- All items to be deposited should have with them a separate item indicating the total amount depositing, Cost Center and General Ledger Account (GLA).
- A generic deposit ticket is being created for campus use in the near future.
- Checks should be brought to our office no less than weekly to avoid increased odds of them being returned. Daily is encouraged.
- Checks must be written to: Kutztown University and must be completed in their entirety (signature a must).