Coronavirus Update

Visit Expense, Equipment and Travel FAQs in response to COVID-19 for FAQs about travel cancellation and costs.

The Controller’s Office is able to provide continued support and services to the University community while many work remotely during this Coronavirus outbreak.  Please continue to reach out to the staff to keep work flowing and to answer any questions you may have.  Email is the best way to reach staff. 

The Controller's Office staff serve as the fiscal stewards of the University - safeguarding its resources and assets. We implement policies in a fair and consistent manner and support faculty, staff, students and vendors in the collection, payment and accounting of its financial activities.

We're Here For You

We're here to support you in understanding and fulfilling your fiscal responsibilities.

Draper Hall

The Controller's Office is located in the Mass Venture Center at 100 Venture Way, Suite 201, Hadley, MA 01035. Location Details

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The US Bank Declining Balance Card Application for Purchasing Gift Cards can be requested for the purpose of purchasing gift cards as allowed in the Campus business expense policy (limit is $100 per person per event). If you are requesting gift cards for human subject participants, please complete the US Bank declining balance card application for human subject payments.

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The US Bank Declining Balance Card Application for Human Subject Participant Gift Cards can be requested for the purpose of distributing gift cards to human subject participants (limit is $100 per person per study). University Institutional Review Board (IRB) approval is required. An Application must be filed separately for each study/protocol.

Procard, department and travel cards are being replaced with one bank card.  This bank card will be attached to one SpeedType and Account, preferably on a Non-Sponsored chartstring.  The account number to use for the new bank card would depend on what you’re using the card for.  Some cardholders use the card primarily for supplies while others use it for both supplies and travel.  It is recommend cardholders use the account code which you would expect to use most, to reduce the need for reallocation.  If the card is being used for mostly supplies, the most commonly used account code is 742992.  This card will require more reallocation due to the fact that it’s one card being used for employee travel, non-employee travel and supply purchases.  List of account codes may be found at  https://www.umass.edu/controller/account-code-list

As of March 4, 2020, the University has disallowed all international university‐related travel to CDC Level 3 warning countries.

The University also discourages non‐essential international travel to CDC Level 2 warning countries. The international situation is fluid and more countries may be added to either categories with very short notice.

Travellers with current or upcoming travel registered in the UMass Travel Registry will receive a message informing them of these new restrictions and providing directions to withdraw their travel registration and request. Pre‐travel expenses incurred for cancelled university related travel may be reimbursed in accordance with University policy by the appropriate College, Department, or administrative unit. This includes travel to events that were canceled or if you chose not to travel due to health concerns. Airline tickets that are cancelled are generally allowed to be used at a future date. Please reach out to your travel... read more International Travel Restrictions during COVID Pandemic

The University’s courier service between campuses will be suspended until further notice. The University Treasurer’s Office runs Accounts Payable (AP) Pay Cycles, which include student payments, twice a week (Tuesday and Thursday of each week).  The AP Pay Cycles will continue as scheduled.  However, after 3/20/2020, we will no longer be sending any checks back to campuses via courier; instead all checks produced from the pay cycle will be direct mailed.

Find the FY19 closing dates,  and FY20 opening dates for BuyWays users.  The FY19 closing dates referenced are for information only. These are our best estimates for the year-end processing at this time.  If a FY19 purchase order is not fully paid prior to June 28, 2019, the balance will roll into FY19 and will become a FY20 encumbrance. 

NCURA (National Council of University Research Administrators) Internal Report: Login to Box with your Net ID to access this report.

BuyWays Catalog/Punchout purchases less than $2,500 can be made without a secondary approval of a departmental manager due to the fact that such purchases are low dollar and limited to certain items.  To assist the departmental manager with a review to ensure these purchases relate and support the department’s mission, an alert report was created listing those catalog/punchout purchases for a selected month.  The report can be accessed in the Summit Reporting tool through the Academic Admin or Department Admin dashboards.  The Alert Report is found on the left side of the page when accessing the Summary tab.  Clicking on the “BuyWays  - Catalog/Punchout Requisitions less than $2,500”  link will produce a report of purchases made on chart fields within the report user’s authority.