Frequently Asked Questions

If the “Include Revenue Accounts” box on your Banner Screen for FGIBDST is checked, it will not show your overall available balance. If you uncheck this box, it will then show you your available balance.

FGIBDST auto fills a default program code which should be removed in order to make sure you get all transactions in the fund org. FGIBDSR does not auto fill this field. FGIBDST has more items available in the Options menu, such as Budget Summary Information (FGIBSUM) and Organization Encumbrances (FGIOENC), while both include Transaction Detail Information (FGITRND). FGIBDSR allows you to query using your summary level org (e.g. 2500SL) to see account totals for the entire summary level. However, drill down into transaction detail in summary level orgs is not available.

The reasons for why you may not have been paid may vary, and generally falls into one of three categories:

• The PAR/EPAF (Personnel Action Request/Electronic Personnel Action Form) was not received in time to be included in the proper pay period. The PAR/EPAF tells who to pay, how much to pay, when to pay, and where to charge the expense and has specific deadlines, which are outlined on the Payroll Calendar.
• For hourly employees, their timesheet may not have been submitted by the deadline. The deadline for timesheets to be received by payroll is three working days after the end of the period on the timesheet, or listed in WebTime Entry. Timesheets received after the deadline will be pain in the next pay period processed.
• New employees may not have completed their I-9 Employment Eligibility Verification Form. This form should be completed prior to beginning employment.

Pay days fall on the 15th and 30th in months with 30 days, and the 16th and 31st in months with 31 days. February pay days are the 14th and the last day of the month.

The West Virginia Legislature enacted legislation that required anyone hired after July 1, 2002, to be paid one pay period in arrears. This means that employees paid a salary for work done for July 1-16 will receive their first pay on July 31 if they were hired after July 1, 2002. Arrears employees will receive their final pay one pay period after the resign or retire. If an arrears employee retired on June 30, their final pay check will be July 16.

To access your Electronic Notification of Deposit (ENOD) follow these easy steps:

• Log into MyMU (contact Computing Services if you need assistance).
• Within MyMU click on the “Employee Self Service” in the QuickLaunch navigation box on the left of the page.
• Here you should find the link to eNODS(myApps) which takes you to the State Auditor’s Web Page (VISTA).
• From the Auditor’s Web Page, select Employee E-Paystub (eNODS) and then select the pay stub you wish to review.

9-month faculty hired for the fall and spring academic terms are paid for the period from mid-August through mid-May.

• Faculty hired after July 2002, their pay checks are issued as outlined on the Arrears Calendar.
• Faculty hired prior to July 2002 will receive their paychecks as outlined on the Semi-Monthly Calendar.

Graduate Assistants and Part-Time Faculty hired for the Fall and/or Spring academic terms will receive either 9 or 18 payments, depending on whether they are hired by semester or for the entire academic year. The first paycheck for the Fall term will be mid-September and the first paycheck for the Spring term will be the end of January.

Purchasing Cards are the preferred method for a variety of spending needs. The program is offered in conjunction with the State of West Virginia. Please be sure to visit the Purchasing Card Page for an overview. If you are familiar with the program, visit the application page.

The quizzes have a time limit of 60 minutes each for Cardholder and Ethics.

All current cardholders shall complete three (3) hours of training biennially. One session of training every two (2) years shall relate to ethics. General training on specific purchasing policies can be obtained by contacting your Spending Units’ purchasing department.

As the card is issued through the State of West Virginia, and has restrictions on items and locations in which the card may be used, we do not run a personal credit history, nor does it impact your credit history or credit score from any reporting bureau in any way.

This process not only involves staff at Marshall University, but also at the WV State Auditor’s Office and US Bank. Once your application has been approved, it generally takes 30-45 days for your card to be received.

The Purchase Card may be used for all travel expenses with the exception of food and fuel (unless the fuel is for a rental vehicle).

P-Card delegation is prohibited. P-Card delegation is the practice of allowing an individual other than the cardholder whose name appears on the front of the P-Card to have access to the P-Card or P-Card number to initiate or complete a transaction. P-Card delegation increases the risk of fraud and cardholder liability.

P-Card delegation includes allowing an individual other than the cardholder to have physical possession of the P-Card to make payments to point of sale vendors; have access to the P-Card number and expiration date to make payments via telephone, internet, or in person; have access to receipts or invoices that display the P-Card number and expiration date. Only the individual named on the P-Card is authorized to use it.

To report a lost or stolen P-Card, call 1-800-344-5696. You must also report lost or stolen P-Cards to the financial institution and the Spending Unit P-Card coordinator within 24 hours to limit cardholder liability.

Your supervisor should email the P-Card Group to request the increase, as well as providing justification for the request.

Transactions will post in wvOASIS and will need to be reconciled within 48 hours of posting.

All desktop computers, laptops, tablets must be purchased through Information Technology.

The Budget Office will sign off on budget availability on all requests with the following exceptions:

• School of Medicine
• Direct grant funding paid in MURC (this does NOT include indirect funds)
• MURC operations
• Foundation operations
• Marshall Health

For purchasing computers, please fill out the online purchase request form. If you have questions or concerns, please contact Jody Perry in the Division of Information Technology.

A promotional item is a product, merchandise item or gift used as a giveaway to promote a company, corporate image, brand or event. These items are often branded with an organizational logo or trademark. Promotional items do not include office supplies, classroom and/or curriculum materials or anything that will not be used to promote programs and services of the university. Please contact Marketing & Communications for the proper procedure for ordering promotional items.

No, you may not put individual meals on your P-Card.

You need a receipt for ALL transactions that are paid with your purchase card.

No, this is considered stringing and is against our policies. If you are caught stringing, your card will immediately be cancelled, and you will be required to complete an application for a new card. If it happens a second time, your cardholder privileges will be permanently cancelled.

No, this is considered card delegation and is against our policies.  If you are caught allowing someone else to use your card, your card will immediately be cancelled, and you will be required to complete an application for a new card. If it happens a second time, your cardholder privileges will be permanently cancelled.  If you are out of the office for an extended time, please contact us at pcard@marshall.edu so we can lower your limit to $1 while you are gone. We will increase the limit once you are working again.

No, you may not make the purchase. Please contact us and we will be happy to discuss this with your boss.

Please look at the description of the product on Amazon’s website. If it says Sold and Fulfilled by Amazon, then it is OK. If it says that it is sold by another vendor, it is considered a third party vendor and you must request prior approval by emailing pcard@marshall.edu.

A Hospitality Form is needed with the purchase of food, nonalcoholic beverages, facility rental, entertainment and other expenses related to conducting State business.

Not if this is during Sodexo operating hours. Sodexo America LLC is the sole food service provider for all campus events. You may request an exception to our catering contract in advance of the event from our Senior Vice President for Administration. She must approve and sign the hospitality form as an exception prior to your purchase.

No, you may not purchase refreshments for regular and recurring meetings for Marshall University employees.

We are all human, and unfortunately, we occasionally overlook something that should have been flagged as an error. Just because this happens does not mean that you may continue to commit the error.

No, only our central Accounts Payable Office may pay for membership and association dues. If you have further questions about this, please contact them at acctspayable@marshall.edu

No, you may not purchase flowers for either occasion on your P-Card.

You must reimburse the amount via check to Marshall University, Attn: P-Card Office. Any instances of misuse or violations of the Purchase Card Policies and Procedures is documented by the Agency Coordinator and must be self-reported to the WV State Auditor’s Office.

• 1st Instance of personal use – written warning
• 2nd Instance – card limit reduced to $1.00 with mandatory retraining
• 3rd Instance – card privileges revoked with further action possible if investigation shows intent to defraud

Yes, you may. However, if it is audited before you attach proper documentation, it will be considered an error, and you will receive an email from the Purchase Card Department.

No, gas for a personal vehicle is restricted from the card.

The employee must submit their time sheet by noon on the first working day following the end of the pay period. You will not be able to enter or submit time after this deadline.

It does not affect employees with purple time sheets. It will be used for hourly employees who completed green time sheets in the past.

No, you will no longer submit zero hours. However, if you would send an email to payroll@marshall.edu we would appreciate it.

Ask your supervisor to request a Late Time Submission Form from the Payroll Office. At the time of the request, they should also explain the reason for the late submission. The form will be sent in campus mail to your department. Please complete the form, ask your supervisor to sign it, and return the completed form to the Payroll Office. The date the form is received in the Payroll Office will determine when you will be paid for it. It is not acceptable to add hours worked from a previous pay period to the current electronic time sheet.

Overlapping hours means that you put the same time on more than one time sheet. Since you cannot be in two places at the same time, we have to contact each department to request appropriate documentation for the time period in question. This will delay your paycheck by at least one pay date. Therefore, please be careful when you are entering your time and do not overlap hours.

No, the employee is responsible for entering and submitting their time via Web Time Entry.

Check with your supervisor, because they may provide a workstation where you may enter your time. However, you technically can enter time from any place where you have Internet access and can log on to MyMU.

No, you must enter your time and submit your time sheet via Web Time Entry in order to be paid for your hours. If you have extenuating circumstances contact your supervisor.

Not at this time. The smartphone browers (safari, chrome, pocket IE, android, mobile IE, Opera, etc.) are not compatible with the MyMU website. However, we are actively developing a mobile MyMU site that will be compatible with smartphone browers. Once the mobile MyMU site is available, we will send out a University-wide communication indicating so.

Time sheets must be approved by the supervisor by 4:00 p.m. on the first business day following the end of the pay period.

No, you may not approve them after the deadline. Once the payroll staff processes the payroll, WTE still allows you to approve the time sheets, but they will not be included in the process, since it is after-the-fact. Please contact Payroll for further instructions.

The supervisor must contact the payroll office for further guidance.

Once the employee submits the time, you will be able to adjust the time on their time sheet. We strongly recommend that you add a comment explaining any changes and notify the employee that a change was made.

You technically may approve time from any place where you have Internet access and can log on to MyMU. If you will not have Internet access on the day they must be approved, then you should ask your proxy to approve them.

You have the option of setting up a proxy to approve the time sheets. It can be done from the Time Reporting Selection screen – the available individuals are listed alphabetically by last name. Note, if the individual you want to add as a proxy is not listed, please complete an Approval Path Request Form. You should also complete this form anytime you add a proxy to ensure that the proxy will have the appropriate org privileges.

We are strongly encouraging all approvers to set up at least one proxy. Unexpected circumstances do arise, and this ensures that there is someone else who can approve them.

No, not unless your proxy approves them. If there are extenuating circumstances, please contact the payroll office.

Email payroll@marshall.edu to request a Late Time Submission Form with the reason it is being submitted late. the form will be sent in campus mail to your department. Please ask the employee to complete the form. Then the supervisor will sign it and return the completed form to the Payroll Office. The date the form is received in the Payroll Office will determine when the employee will be paid for it. It is not acceptable to add hours worked from a previous pay period to the current electronic time sheet.