Financial Services How Do I...
request a new PCN?
Generally PCN’s are assigned when a job posting is submitted through UAKJobs. Occasionally it can be assigned without a job posting. Search the Active PCN List to see if your department already has one for the specific type of position. If there isn’t one available that matches what you want, fill out the New PCN Request form and submit.
find out if a payment has been issued?
If you know the vendor or student ID# and have access to banner, you can find the requested information by going to FAIVNDH and entering the ID#, then pressing (ctrl + page down). A list of all payments made to that ID# within the last fiscal year will appear. If you are a vendor or you simply don’t see the applicable information, please e-mail Accounts Payable at firstname.lastname@example.org.
get Banner access?
Visit the Security Access Request Forms section of the forms page for Finance, HR, Student, Accounts Receivable, OnBase or TEM access. Submit all Finance, HR, and TEM access requests to email@example.com.
Student access request forms are to be sent to the Registrar's Office and Accounts Receivable access may be requested through the Bursar's Office.
adjust my Banner font size?
The preferred method for viewing larger fonts in Banner without cutting off portions of the screen is to use hyperlink parameters. Hyperlink parameters allow you to set a custom height, width, and DPI (dots per inch) for the Banner window. A larger height and width will make the window larger, while a larger DPI will zoom in all objects in the window.
The following links contain different values of hyperlink parameters that have been tested to maintain proportionality. Using your UA username and password, you can log into Banner using one of the links below to open Banner with a different font size (beginning with a medium size and increasing to larger sizes):
NOTE: hyperlink parameters can make a Banner window larger than your monitor can display; try to keep the height and width parameters within your monitor's resolution. If you select a larger size and find your screen cut off, try selecting a smaller size. You will find additional information regarding your screen resolution and font size in the "How To ..." section of the OIT Banner Support page. If none of the above sizes work for you, please contact your campus Support Center of functional Banner support respresentative.
UA uses OnBase as the official repository for all UAF records along with many other UAF documents. Each UAF functional area (HR, Finance, Student Services, etc.) uses OnBase for at least some of their records. Many paper documents are now scanned and available to view in OnBase (Budget Revisions, JV's, etc.).
OnBase may be accessed using the Unity Client, Web (Thin) Client, or Thick Client. Please reference the OnBase section of Records Retention and Management for full information and download links.
find an unlocated ACH deposit?
You can review the current list of unlocated ACH deposits in the FGIGLAC Banner screen. Enter 103010 for the fund and 0773 for the account code and Ctrl-Page Down. You may either scroll through the list or search for the specific amount you are looking for.
In order to search for an amount, press F7 (this should clear the screen) and tab to the amount box. Here you can enter the full amount you are searching for and press F8. If you are unable to find the information you are looking for, please contact Penny Bales at firstname.lastname@example.org.
*Please note that amounts may vary if fees were applied.*
locate more information about financial tasks I need to complete?
The Office of Finance & Accounting website has an additional page with a comprehensive list of tasks that might be of interest.
Visit the OFA How Do I...
get more information on issuing a Direct Pay?
The Direct Pay process is to reimburse employees for out of pocket expenses incurred on behalf of the university in situations where a requisition, call number, limited purchase order, or a procard purchase were not possible due to abnormal circumstances. For additional information please visit the Direct Pay page located under Accounts Payable.
access the Administrative and Support Staffing and Financial Trends tool?
Complete information regarding the Interactive A/S Data tool, including the tool download link and A&S Webtool Quick Guide, may be found under the Administrative & Support Review tab on the OMB website:
How do I sign up for a meal plan?
View meal plan options and complete the electronic meal plan application at the link above. If you prefer to print the paper application, please submit the completed form via email to email@example.com.
Who is required to purchase a meal plan?
Participation in the food services program is required for all students living in university residence halls, with the exception of graduate students and students living in Sustainable Village.
Can I purchase meals at all dining locations without a meal plan?
Yes! In addition to meal plans, cash, credit cards and Bear Bucks are all accepted forms of payment at any campus dining location.
Please keep in mind, most meal plans offer a savings on the door price for the all-you-care-to-eat dinner at Dine 49. If you will be dining on campus regularly, it is encouraged to check out meal plan options to determine if one is right for you.
Do I use my PolarExpress card for my meal plan?
Your PolarExpress Card must be presented to use your meal plan, cash equivalency, or declining dollars (Munch Money or Bear Bucks). Your PolarExpress Card is the only way that our staff can identify you and confirm you are the proper plan holder.
What meal plan can I pick/ how do I determine which meal plan is best for me?
There is no one right meal plan for every student. Please review the meal plan application and your individual schedule, to determine which meal plan will best fit your needs. If you need help, please contact Dining Services at firstname.lastname@example.org or call 474-6661 so we may discuss the options and help you decide.
How do I change or cancel my meal plan?
Meal plans can be changed or canceled for the current semester by completing the electronic change/cancellation request or submitting a paper form via email to email@example.com or fax to 907-474-5707.
- Change and cancellation requests are only accepted during the posted refund period.
- You must be fully checked out of your dorm prior to the end of the 50% refund period for a cancellation requests to be processed .
How do I use Block Dinners?
Block dinners are loaded onto your PolarExpress card and accessible after 4:30 p.m. Simply swipe your card to redeem a block for each all-you-care-to-eat dinner at Dine 49 or to exchange a block for up to a $7 equivalency at most UAF campus dining locations. Subway is excluded from the block equivalency program. No cash back will be given on the block equivalency.
How do I use Munch Money?
Munch Money included with your meal plan is deposited on your PolarExpress card and used similar to a debit card, swiping it for meal purchases. Each transaction will be deducted from the remaining Munch Money balance on your account. These funds may be used at all campus dining locations and most vending machines. Munch Money is not accepted at any location off campus.
Who do I talk to about my dietary restrictions?
Do you have particular dietary needs? No problem! Our Campus Dining Services Program can accommodate your special dietary requirements. Please contact Mark Joyce at firstname.lastname@example.org or Jon Buchholtz at email@example.com for an appointment to discuss your dietary needs. Once aware of your dietary restrictions, they will help to accommodate your particular needs.
How do I get a refund from a vending machine when it doesn’t work?
If you have a problem with a vending machine, you may get a refund at the following locations:
Signers' Hall Business Office
Patty Center Ticket Office
MBS Complext Residence Life Office
Wood Center (Wood Center vending machines only)
How do I request a to-go meal?
We offer to-go ordering through TAPINGO.
You may access this service by downloading the free app on your smartphone or order directly from their website. Set up your account with your PolarExpress card and/or a credit card as payment method and you are ready to go.
Order, Pick up and Enjoy!
Check out Dining Services website for more information.
Check my charges and payments for the semester?
Your exact semester charges and payments can be viewed on UAOnline. Login to UAOnline and go to "Student Services & Account Information" -> "Student Account" -> "Account Detail for Term (Semester) / Pay Term Balance". After you select the term (semester) you will be able to view all the activity for that term.
Pay my tuition and fees?
There are multiple options for paying tuition and fees. Payments can be made on UAOnline with a credit card or a web check or in person with cash or check. It is important to pay tuition and fees before the published fee payment deadlines to avoid late fees and being dropped for non-payment.
Get my refund?
To determine if financial aid has been posted and a refund is due, students should check UAOnline as it contains the most up-to-date information. If the “Current Amount Due” shows a negative balance, some or all of the aid has been posted and a refund will be processed. Please note that the Business Office processes refunds as quickly as possible therefore it is unnecessary to contact the office to determine the status. Once the “Current Amount Due” shows a zero balance ($0), the refund has been processed.
Once processed, direct deposit refunds can take up to five (5) business days to reach a student’s bank account while printed checks can take up to two weeks. To receive your refund as quickly as possible, students should sign up for direct deposit.
Get a parking permit?
To get a parking permit you can either order one online (http://www.uaf.edu/bursar/parkingservices/) or visit either of our offices on lower campus. Our office locations are: first floor Signers’ Hall and Eielson 116. Remember if you are signing up for a permit in either of our offices, you will need to bring in your vehicles registration.
Get my PolarExpress card?
All registered students and employees can come to our office located in Signers' Hall to obtain a PolarExpress card. Office hours are Monday through Friday from 8 a.m. to 5 p.m. We are closed 8 a.m to 10 a.m on Wednesday due to a staff meeting.
To get your first PolarExpress card when you come in, fill out an application, bring in your government issued photo ID (driver’s license, military ID, or passport,) and we will issue your first card for free! Replacements are $10.00 and Prox card replacements are $25.00.
Get a Courtesy Card, and what is it?
Courtesy Cards are for use by individuals who do not have a direct affiliation with the University of Alaska, Fairbanks and want access to library privileges, SRC access, use of a Bear Bucks account or the ability to use 10 block meal plans at the Lola Tilly.
Much like the PolarExpress card, a Courtesy Card includes a photo of the card holder, an ID and library card number. The cost for a Courtesy Card is $10.00, and is valid for one year from the date of purchase. For additional accesses or privileges to be added to the card (e.g. access to the Student Recreation Center) a written request from the department authorizing the access is necessary prior to adding to the card.
To obtain a Courtesy Card, come to our office in Signers' Hall. Office hours are Monday through Friday from 8 a.m. to 5 p.m. We are closed 8 a.m to 10 a.m on Wednesday due to a staff meeting. To obtain your first Courtesy Card card, fill out an application, bring in your government issued photo ID (driver’s license, military ID, or passport,) and $10.00 in cash, check, or credit card. Please note that during peak times of the year, it may take a week or two for the information to be added to our database before our office is able to process a Courtesy Card.
The charge for renewing an expired Courtesy Card is $10.00. Please come by the Office of the Bursar to renew your card.
If I lose or damage my card what should I do?
Notify the Bursar Office immediately if you lose your card, 474-7384 and select menu option #2. If you call after business hours, the card will be deactivated the following business day. In all cases, your card will be deactivated, until you stop by our office to get a replacement. If you find your card, bring it to the Office of the Bursar to have it reinstated. We cannot reinstate ID cards over the phone.
Lost your card but you are pretty sure you will find it soon? If you currently live in a UAF dorm, we will issue you a temporary card for one week so you have access to your dorm and meal plan. Come in to the Office of the Bursar on the first floor of Signers’ Hall. We will assign you a temporary card that will allow you to have almost all the accesses that your PolarExpress card had. If you do not find your card, you will still need to return the temporary card. A regular replacement card is $10.00. If you fail to return your temporary card to the Office of the Bursar, you will be charged $15.00 and it will stop working, so be sure to return it!
If you do not live in a UAF dormitory, you will need to purchase a replacement card.
If you need to replace a card due to damage or a name change, you will be charged $10 for a replacement. Be sure to notify the UAF Office of the Registrar of your name change first. We cannot print out a card with your new name until the change has been made in the Banner database.
Never surrender your PolarExpress card to anyone as a deposit or collateral for any reason. However, your PolarExpress card remains the property of the University of Alaska Fairbanks and must be presented or surrendered upon demand by any authorized university personnel.
Deposit funds on my Bear Bucks account?
The University of Alaska-Fairbanks created the Bear Bucks program to be the ultimate compliment to your university experience. Your ID can be used for dining on campus, but we realize that students and parents want more. So we partnered with your favorite off campus merchants to give you the ultimate flexibility, variety and value you deserve.
Bear Bucks is an account linked to your PolarExpress card which allows you easy access to spending at a variety of locations on campus. This is a purchased value/declining balance program in which you deposit money into the account to be spent at a future time. You can deposit money into your Bear Bucks at any of the Account Management Centers (AMC) on campus, at the PolarExpress System POS devices listed below, or at the UAF Office of the Bursar. We do not process refunds for any balances on your Bear Bucks account.
You can make a deposit in to your Bear Bucks account at the following locations:
- Wood Center , @ the Kiosk in the food court
- Rasmuson Library , next to reserve counter
- Arctic Health Research Building
- MBS Lobby
- Bunnell Computer Lab
- Reichardt Building
- Community Technical College Campus (located old courthouse @ 604 Barnette)
You may also add funds to your card from off campus! You may process a Bear Bucks deposit over the phone using a credit card by contacting the Office of the Bursar at 907-474-7384 and selecting menu option #2. Checks may be sent to the Office of the Bursar for deposit. Please include the name and student ID number, specify the funds are for Bear Bucks, and mail it to:
First Floor Signers' Hall & 116 Eielson
P.O. Box 757640
Fairbanks, AK 99775
Once you have purchased Bear Bucks you can spend them on a variety of goods and services on campus including food, vending, copying, printing, school supplies, and computer accessories. Bear Bucks can also be used to purchase textbooks online at www.uaftext2u.com.
Bear Bucks are also accepted at some off campus locations: http://www.uafbearbucks.com/
Where can I use my Bear Bucks?
You can use your Bear Bucks at the following on-campus locations:
· Wood Center Front Counter
· UAF Bookstore
· The Pub (Age restrictions apply)
· UAF Dining Services Locations:
1. Pizza Luna
2. Polar Perks
3. Taco Construction
4. Grill 155
o West Ridge Café
o Lola Tilly Commons
o Library Book & Brew - Open during winter semesters
o Campus Cache - Open during winter semesters (including Subway)
o CTC Polar Perk
o Museum Cafe - Open during summer months only
· Vending Machines:
NOTE: Having problems with a vending machine and need a refund?
If you have a problem with a vending machine, you may request a refund at the following locations:
Signers' Hall Office of the Bursar
Patty Center Ticket office
MBS Complex Residence Life office
o Gruening Building, 3rd and 4th Floors
o Bunnell, 2nd Floor
o Natural Sciences Building, 2nd Floor
o Arctic Health Research Building, 1st floor by main entrance
o Admin Services Center located on College Road
o Each of the lower campus residence Halls
· Copy Pool Copiers
o BioScience Library
o Arctic Health Research Building
o Wood Center
o Printing Services
o Eielson Building
o Signers Hall
o Harper Building
o O'Neill Building
· Laser Prints
o 24hr lab in the Library
o Library Print stations on 2nd, 3rd, 4th, and 5th floors
· Off Campus Locations:
o Please visit www.uafbearbucks.com for the most up to date information.
What is Munch Money?
When you choose a meal plan, the included Munch Money dollar amount will be deposited on to your PolarExpress card. You may use the funds (for food items only) at any dining location as well as at most vending machines on campus. For more information about this account contact Dining Services, 907-474-6661.
Have lab and building access added to my card?
Most privileges and access’ are automatically added to your card at the beginning of the semester. If there is an instance where you need an additional door access, first try to contact the department that controls that access. If there are any additional questions you should contact Facilities Services, 474-7000.
Join the SRC?
All students registered for 9 or more credit hours will be charged a fee for the use of the Student Recreation Center, and the privilege will be automatically added to their card. If you are taking between 3 to 8 credits, you can opt to add the SRC fee to your account to get SRC access. You can do this by contacting the Office of the Bursar or the SRC staff.
If you are staff or faculty you must go to the SRC in order to purchase and SRC membership. The link below provides more information on SRC plans:
know what Per Diem rate to use?
The Per Diem rate is determined by where the traveler is spending the night (where you lay your head). For the days that you are traveling to your destination or home, you must be in travel status for at least one hour to be authorized a particular quarter of Per Diem. For example, if you leave your house at or before 5am you are authorized a full day of Per Diem.
sign up for direct deposit?
Direct deposit for reimbursements or payments that are not payroll, is setup through UAOnline. After logging in select the Finance tab, then Direct Deposit Services, and finally First time setup of direct deposit. From here you will need your account number and routing number.
do a business comparison?
A business comparison is an itinerary that represents the trip if personal time was not included. This itinerary should be used on your TER so that it is clear that the expenses being claimed are reimbursable and not personal expenses. Per Diem should also be based off of the business comparison and not the travel that includes personal time.