Department Directory
Office of Finance & Administration
4801 Massachusetts Avenue, NW, Suite 370
Washington, DC 20016
Tel: 202-274-4060
Fax: 202-274-0705
financestaff@wcl.american.edu
Khalid Khalid
Assistant Dean
Suite 372, 202-274-4472
Cathy Prather
Budget Analyst/HR
Suite 371, 202-274-4062
Kimberly Dinkins
Financial Analyst
Suite 370, 202-274-4066
Tino Fletcher
Operations Coordinator
Suite 370, 202-274-4060
Payments & Reimbursements
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Completed forms should be submitted along with appropriate documentation to the Office of Finance and Administration in Suite 370 for approval.
Disbursement Requests
(i.e., items over $100, Ratified Professional Services Agreements)
Forms: Disbursement Request
This form is available on my.american.edu.
- After signing into the portal, click on "Office Assistant"
- Click on "Accounts Payable Forms"
Documentation: Original Receipts, Canceled Checks, Bank Statements (Photocopies are NOT accepted)
Processing Time: 2 Weeks
Notes:
- Photocopies of the Disbursement Request form cannot be used.
- Don't forget to:
- Check the appropriate circle for AU Student, AU Employee, and US Citizen
- Complete the address section.
- Complete the social security number (SSN) box.
- If payee is not a U.S. citizen, please contact the Foreign National Tax Specialist in the Human Resources/Payroll Office at 202-885-3506.
- Administrators and staff must have personal reimbursement forms signed by an authorized person.
- Faculty must have Dean Grossman's prior written approval to execute a personal reimbursement.
- Student Organizations must have written approval from the SBA President or Treasurer to execute a personal reimbursement.
Petty Cash Reimbursements
(i.e., items under $100)
Forms: Petty Cash Form
Documentation: Original Receipts, Canceled Checks, Bank Statements
Processing Time: Submission deadline - Wednesday, 12:30pm. Disbursement - Thursday after 3pm.
Notes:
- Please provide a description of the expenditure along with the appropriate documentation.
- Provide the DATATEL account number including the object code identifying the type of expense.
- Departmental petty cash funds are reimbursed on Disbursement Request forms with all receipts accompanying the request. The petty cash custodian must have his/her supervisor authorize the payment.
Pre-payments
(i.e., registrations, membership fees, subscriptions)
Form: Campus Retail Purchase Order
This form is available on my.american.edu.
- After signing into the portal, click on "Office Assistant"
- Click on "Accounts Payable Forms"
Documentation: Registration forms
Processing Time: 2 Weeks
Note: No form needs to be entered into DATATEL.
Cash Advances & Expenses
(For full-time employees only and typically used for travel.)
Forms: Cash Advance
These forms are available on my.american.edu.
- After signing into the portal, click on "Office Assistant"
- Click on "Accounts Payable Forms"
Documentation: Original Receipts, Canceled Checks, Bank Statements
Processing Time: 2 Weeks in Advance
Notes:
- A completed Travel Expense form with original receipts must be submitted within 30 days from the return of the trip.
- If there is a balance due to AU, a personal check must accompany the Travel Expense form.
- If funds are due to the employee, a reimbursement check will be forwarded.
- Expenses that are pre-paid (such as air fare) should be noted on the Travel Expense form as pre-paid and appropriate documentation should be attached.
Travel Reimbursements
(items over $100 - i.e., airfare, lodging, meals)
Forms: Disbursement Request, Travel Expenses
These forms are available on my.american.edu.
- After signing into the portal, click on "Office Assistant"
- Click on "Accounts Payable Forms"
Documentation: Original Receipts, Canceled Checks, Bank Statements
Processing Time: 2 Weeks
Notes:
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- Items must be submitted within 1 month of return.
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Standard Mileage Rates
- Items must be submitted within 1 month of return.
Wire Transfer
(i.e., direct payments to vendors' accounts)
Forms: Wire Transfer
Processing Time: 2 Weeks
