Students walking through campus

The Controller’s Office is responsible for the following faculty/staff financial services:

  • Banking
  • Financial Reporting, to include Internal & External Audit work
  • General Ledger Accounting
  • Accounts Payable
  • Travel Processing
  • Procurement Card Administration
Cash Handling Procedures

Forms & Downloads

Purchasing/Hosting
Travel
Independent Contractor
Misc. Forms
Computer Loan Program

FAQs

  • The employee should speak with their supervisor to determine if their job duties include making purchases for their department/office.
  • If it is determined that a P-card is necessary for the position, review the Pro-Card Manual (see Purchasing forms), complete Attachments I and II, obtain your supervisor’s signature and send to the Controller’s Office for processing.
  • The Controller’s Office personnel will contact you once the card has been ordered and will provide training for properly using and coding your transactions in the system.

  • Petty cash funds are approved under limited circumstances when other payment options are not available. Generally a P-card can handle most small expenditures. The Vice President and/or Dean may request the establishment of a working petty cash fund at any appropriate level, (i.e. division, department, office, or station). Petty cash funds must be formally requested and approved and may not be independently created by holding back deposits or receipts for such use.
  • There are two types of cash funds approved for use at WNC:
    • Petty cash funds – cash funds established to provide individual departments small amounts of cash to make direct purchases.
    • Change funds – cash funds established to provide service organizations with sufficient coin and currency to make change for operational purposes.
  • To obtain change funds for your upcoming event, please follow the steps as listed below to ensure that you have funds in hand prior to your event:
    • Complete a Workday Expense report AT LEAST A WEEK PRIOR TO YOUR EVENT. Failure to do so, may result in funds not being available for your event.
    • When completing the Expense report, be sure the following fields contain the following:
      • BUSINESS PURPOSE: Petty Cash/Change Fund Establishment
      • REIMBURSEMENT PAYMENT TYPE: Check
      • FUND: FD890 Pooled Cash and Banking (you will need to override this fund from the defaulted one that results when you enter your work tag)
    • Controller’s Office will issue the check prior to your event and employee must pick up at the cashier window. You will be notified when the check is ready for pick up.
    • Upon conclusion of the event, the requestor needs to return the petty cash/change funds to the Controller’s Office within 3 business days.

  1. Submit a Spend Authorization in Workday
      • More information is available in Workday:
        • Sign in to Workday
        • Go to the NSHE Workday Training Module/worklet (the blue circle with the question mark)
        • Click on the NSHE Workday Training Quick Link item
        • Type “Expenses” in the Search Bar
        • Scroll down and click on the “Create Spend Authorization” document
        • Once the Spend Authorization is approved, contact the Controller’s Office for assistance on booking your travel plans
        • Refer to the applicable Travel Policies found on the WNC website for further guidance
  2. Within 15 days of completion of trip: Submit Travel Expense Claim Form
    • More information is available in Workday:
        • Sign in to Workday
        • Go to the NSHE Workday Training Module/worklet (the blue circle with the question mark)
        • Click on the NSHE Workday Training Quick Link item
        • Type “Expenses” in the Search Bar
        • Scroll down and click on the “Create an Expense Report” document

Contact Us

Controller’s Office
Bristlecone Building, Room 105
2201 West College Parkway, Carson City, NV 89703
cashier@wnc.edu
775-445-4221