Administration

Chapter 4:  Departmental Administrative Support

• Sending and Receiving Mail

• Federal Express and Other Express Mail Services

• Photocopying

• Faxing

• W & L Charge Cards

• Office Supplies

• Telephones

• Professional Travel Reimbursement

Sending and Receiving Mail

See your department’s administrative assistant for the location of outgoing and faculty mailboxes.  Mail pickup and delivery takes place several times a day.  Each department has laminated green cards that are used by mail services staff whenever they pick up un-stamped, outgoing official mail.  Please place one of these cards on top of your outgoing mail that needs postage.  Personal mail may be sent through Campus Mail, however, postage or shipping must be paid by cash or check at the time of shipment. Your own stamped mail may be picked up by mailroom personnel, however you must take your personal parcels to the Campus Mail Center in the University Services Building.  Mail Center staff will only pick up packages that are business-related. Call the Mail Center (x8573) if you have any questions.

Faculty and staff are not authorized to charge personal shipping to University accounts.
 

Federal Express and Other Express Mail Services

Federal Express forms, envelopes, packs and boxes should be available in your department’s office.  Your administrative assistant can help you fill out the forms, or you may seek assistance from the Mail Center (supervised by Chris Adkins, x8573).  Other choices include UPS, Priority Mail (US Post Office), and Express Mail. Note that there are drop boxes for UPS and FedEx near the upper-level entrance to the parking deck (behind the gym).

For academic/business use, express mailing should be charged to your department.  Your department’s administrative assistant will be able to provide you with the number to use for coding. If you need to use express mail for personal use, please visit the mail room in person to provide appropriate payment for the service.

Photocopying

There is at least one copy machine in each of the university’s academic buildings.  You may make your own copies or leave your original with a departmental administrative assistant for photocopying.

With a full days’ notice, you may send your copying order to the Printing Center via campus mail. For large print job (more than 500 sheets total), you will want to use the Printing Center. Again, allow one full day (allow more time just prior to exam periods).  A completed form must accompany the job to the print shop.

You may make personal copies for a fee (check with the University’s printing center, x8448, for current charges per page).  Payment for personal copies should be given to the Business Office (Early-Fielding Memorial Building-University Center, Rooms 108, 109 and 114). 

While photocopying, if you experience a paper jam or any problem with the machines, please don’t try to remove the paper or fix it yourself.  Please ask a administrative assistant, or the person whose name is posted at the copier to help you.
 

Faxing

 
For information about faxing see the department head or departmental administrative assistant.  When sending a personal fax, save the Transmission Report and give it to the department administrative assistant or your department head, who will let you know the cost after the end-of-month billing comes in. 

W & L Charge Cards

Each department has University charge cards (not credit cards), kept by the administrative assistant and/or department head.  These cards are used for:

·        Buying goods at the co-op, bookstore, and gift shop that are needed immediately (e.g. gift for a speaker, supplies not in stock, refreshments for a meeting);

·        Photocopying articles in a University photocopy machine. 
 

Office Supplies


Each department has its own procedures for acquiring and allocating office supplies. Please check with the department administrative assistant or department head.

Furniture requests should go through the department head. 
 

Telephones

A phone number will have been assigned to you along with your office assignment.  For instructions on how to program and retrieve your phone mail messages refer to the web location:

http://telecommunications.wlu.edu

You will receive a monthly phone bill via e-mail.  You are responsible for  reimbursing the University for any personal calls.  You may write a check to Washington and Lee and send it to the Business Office, explaining that it is to pay for your personal phone bill.

During the fall term you will be given a copy of the current University directory, called the Register.  New University directories are printed in late October of the academic year. Let the Personnel Office (Kim Austin, x8921) know immediately if you would prefer to have your home address or phone number withheld from the published book.

Lexington’s local phone books are printed in January. 

Professional Travel Reimbursement

Requests for funding for travel must be approved by the Associate Dean of the College. Send an email justification to Dean Knapp as early in the year as possible. Details of the professional travel reimbursement policy are available in the Faculty Handbook (available online via the College web site, under the Administration section).

Requests for reimbursement of  expenses can be given to a departmental administrative assistant for preparation, or you may prepare your own. 

Travel expense reimbursement forms are available from the Business Office, or from your departmental administrative assistant.  Please keep all receipts applicable to your trip, including conference registration, meals, airfare and lodging, and attach them to the reimbursement request form.  A brief note of location, purpose, and dates of travel should be attached to the receipts to avoid delays in processing.  This form is signed by the traveler and the Associate Dean of the College. 

Disbursement forms are the forms used to reimburse you for departmental entertainment of guest speakers, purchases used for class, departmental student functions, and other miscellaneous needs.  This form should also be accompanied by relevant receipts.  It is not necessary for the requesting person to sign this form, but other appropriate signatures must be secured, as noted on the form.

The Business office will reimburse faculty from the Student-Faculty Entertainment Fund, up to $100.00 per year for costs associated with entertaining students in your home. Submit receipts along with a completed disbursement form (noting your intention to be reimbursed from this fund) to the Business Office.

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