Office of Finance & Administration

Frequently Asked Questions

• Does Champlain have Preferred Purchasing Sources?

  Yes, see below for Preferred Purchasing Sources:

  • Business Cards, Stationary, and Professional Campus Mailings: Please partner with the Marketing department.
  • Catering: Sodexo is our contracted on-campus caterer. When weighing the value of the $20 delivery fee, remember to factor in your time and resources to order, pick-up, set-up, and clean-up for an event.
  • Furniture: Partner with Campus Planning/Physical Plant before making a furniture purchase. Physical Plant may already have what you need and Campus Planning may have a resource or a contract that can save you money.
  • Office Supplies: The Green Mountain Higher Education Consortium (GMHEC) has contracted with WB Mason for office supply purchases within our institutions. W. B. Mason provides the lowest market basket pricing on products we order and offers a paid internship to one student for each school per year. The overall service and ease of website use were additional factors in our consideration. Contact ap@champlain.edu for specific WB Mason account questions.Recycled content copy paper is listed as our preferred copy paper, as it supports Champlain’s economic and environmental goals.
  • Photocopiers and Printers: The College is under a managed printing contract with SymQuest administered by the IS Department. All printer and copier needs must be vetted with the IS Department.
  • Technology: Partner with the IS Department when purchasing college-owned equipment (including computers and peripherals), and software. IS has agreements with numerous vendors which provide additional cost savings and may already have licenses for the product you are seeking. The expense policy aligns with the College’s Managed Print Services Provider Program.
• Whom do I contact with questions and assistance on my JP Morgan Visa Purchasing Card (p-card)?

  Accounts Payable at 802-651-5983 or at ap@champlain.edu. Lost cards should be reported to BOTH Accounts Payable and to JP Morgan at 800-270-7760.

• How do I sign up to have my expense reimbursements direct deposited?

  Contact Accounts Payable at 802-651-5983 or at ap@champlain.edu. Complete the EFT enrollment form received from Accounts Payable and return it to Finance Box 12. Emailing the form is not recommended. If you are enrolled in Direct Deposit for your paycheck and wish to use the same account, just write “see payroll” where the routing/account number fields are.

• How do I receive a travel advance?

  In order to receive a travel advance, you and your supervisor/department head need to sign a pre-numbered request form. This is for the purpose of tracking advances. Call Accounts Payable at 802-651-5983 to request a form. Requests turned in before noon on a Wednesday will be paid the same week.

• Do I need to do a budget transfer or a journal entry?

  A journal entry is used to correct a transaction that was posted incorrectly to a budget, or to “Pay” another department for services. A budget transfer moves funds between a department’s budget lines. Email journalentries@champlain.edu for journal entry requests and budgettransfer@champlain.edu for budget transfers.

• What is the sales tax exemption and how do I find the form?

  Champlain College is exempt from paying sales tax in the state of Vermont. You will need to present the sales tax exemption form at the time of purchase for the tax exemption to be allowed. You can obtain the form here.