Accounting Office
The Accounting Office oversees vendor payments, manages the purchase card program, processes employee reimbursements, prepares annual financial statements, and submits compliance filings such as IRS Form 990 and 1099s.
Location: University Services Building, Room #104 (on the corner of Cottage & Ferry)
Summer Office Hours: Monday–Friday 8 a.m. – 4:30 p.m.
Payment Requests are Now in Self-Service
As of Saturday, June 13th, we adopted a new process to submit payment requests. Rather than using DocuSign, we are now using Colleague Self-Service. We will no longer process payment requests that were submitted via DocuSign after 4:30pm on Friday, June 12th.
This new process is less expensive, has stronger internal controls, and is more efficient.
We will continue to use DocuSign for the routing of journal entries, the signing of contracts, and other various tasks.
Fiscal Year 2027 is Here!
Our fiscal year ended on Tuesday, June 30th, 2026. Here is our Year-End Accounting Procedures FY26 memo that will give you tips and deadlines to assist with the transition from fiscal year 2026 to fiscal year 2027.
Summer Office Hours
University offices close 30 minutes early (at 4:30 rather than 5) during the summer months starting Monday, May 11th. We will resume regular office hours on Monday, August 7th.
Using Accounting Services at Willamette
Looking for a list of Fiscal Officers? Need assistance with submitting a payment request or a journal entry? Curious about how to apply for a p-card, access your department's financial information, or utilize DocuSign?
Learn how to do just about anything that's accounting related at Willamette!
Need a form?Click Menu (top right of this page) and then select Forms.
New!We now have a video on How to Submit a Journal Entry (6:15)
Contract Database
The Contracting and Purchasing Policy states that once a contract is executed in accordance with this policy, a final signed copy must be forwarded to contracts-archives@willamette.edu.
Effective August 14, 2023, a new Contracts Database was launched for six departments. Each of these six areas has a delegate responsible for uploading signed contracts to this new database:
- Facilities: Amanda Kinchen
- Scheduling, Events and Conferences: Jennifer Mathany
- Print Center, Mail Center, Bookstore: Jennifer Mathany
- Accounting: Scott Schaefer
- WITS: Ramona Murtha
- Marketing: J.R. Tarabocchia
View the Contracts Database (click Sign in with Google)
All other departments will continue to email contracts (per policy) until further notice.
How to Submit a Payment Request
IRS Standard Mileage Rate
When traveling for university business, you may request reimbursement using the IRS Standard Mileage Rate. All submissions must comply with the Travel and Expense Reimbursement Policy.
Please use the rate that corresponds to the date your travel occurred:
- 2026 (July - Dec): 76 cents per mile
- 2026 (Jan - June): 72.5 cents per mile
- 2025: 70 cents per mile
Direct Deposit for Refunds and Reimbursements
You can set up direct deposit for student account refunds and for expense reimbursements in just a few minutes! Log in to My Willamette, then click on Self Service/SAGE. Once you're in, click on Banking Information and follow the instructions.
(This is NOT the same as payroll direct deposit, which is set up in Workday)