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Business Processes at Wabash

Business process documentation is currently under construction. We are publishing the current processes with the intent to continuously improve on those processes. As improvements are made and new documentation is published, please check the “What’s New” section to see what has changed.

The benefit of this documentation is to:

  • decrease the learning curve for new employees and for those who perform these critical operational functions
  • improve the efficiencies of the processes
  • increase process consistency and compliance with standard operational procedures (SOPs).

The business process pages provide procedure documents and resource materials for the convenience of faculty, staff, and students. Current business process materials include:

Travel Payments and Reimbursements

Travel Payments and Reimbursements

Employee’s travel reference materials and forms.

Purchases and Payments

Purchases and Payments

Processes for authorized employees to purchase goods and services for Wabash. Includes Purchasing Card, Payment Request, and Purchase Order information.

Electronic Leave Reporting

Electronic Leave Reporting

Step-by-step process to record vacation and sick leave for Monthly-Paid staff in Wabash Self Service.

Fraternity Finance and Facilities

Fraternity Finance and Facilities

Materials to assist fraternity leadership and advisors with budget development, financial management, and the annual facilities needs requests.

General Finance

General Finance

Understanding Wabash’s Account Structure and how to request and post to a new account. List of commonly used object codes and when to use them may be found here, too!

Forms

Forms

Commonly used business office forms.

What's New

11/19/25 - The General Finance page now has a list of commonly used object codes and when to use them. There is also an option to download the list as a PDF. Before publishing the object codes, a thorough analysis was completed and some changes were made to better organize them. If one of your commonly used object codes are marked as "removed" on the list below, please take note of its replacement. Some object codes' names were changed to better reflect what should post there. Here are the changes that were made:

  • NEW - 5211 Mailing & Packing Supplies
  • NAME CHANGE - 5257 Promotional Apparel (Old name was "Apparel")
  • NAME CHANGE - 5260 Photographic Supplies (Old name was "Photography" - If paying for someone's service to take pictures, please use 5410 Professional Services)
  • NEW - 5321 Apparel & Uniforms - College Use
  • NEW - 5322 Hospitality Supplies
  • NEW - 5332 Human Subject Payments
  • NAME CHANGE - 5360 Maintenance Fees/Supplies (Old name was "Maintenance Supplies")
  • NAME CHANGE - 5366 Facilities Supplies - Other (Old name was "Supplies Other")
  • NEW - 5369 Supplies - Other
  • NEW - 5420 Speaker or Leader Fees
  • REMOVED - 5450 Forensics/Theater Production Supplies (Please use 5350 Program Supplies)
  • NAME CHANGE - 5423 Honorarium (Old name was "Program Event Fees")
  • NAME CHANGE - 5540 Insurance (Old name was "Insurance Premiums")
  • NAME CHANGE - 5560 Equipment Rental (old name "Rent")
  • NAME CHANGE - 5573 Equipment - Maintenance (Old name was "Equipment Repairs & Maintenance")

Smart Data Purchasing Card (PCard) system has been updated with the changes above, except for codes (like 5420 and 5423) that have 1042-S or 1099 implications. Those types of payments should be made via a payment request or purchase order instead of a PCard. In addition, object codes only intended for the Business Office's use are generally not in the PCard system. If an object has an asterisk "*" in front of its description, that indicates that ONLY the Treasurer's Division should post to it.

Colleague/Self Service now includes the new object codes; however, they have not yet been linked to the grants and departments. The Business Office is currently working on this process and expects to complete the updates for all departments by December 1. The old object codes will remain available in Colleague/Self Service until January 1, 2026. Beginning today, any newly created grants will have access to the new object codes. Additionally, the Business Office will collaborate with the Grants Office to determine which new object codes should be linked to existing grants.

Questions about these changes should be directed to accountspayable@wabash.edu.

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11/05/25 - Wabash's Signature Authority Policy has been updated. Please review.

In addition to that change, the form to request a NP-1 (Indiana Nonprofit Sales Tax Exemption) Certificate has been updated. Please download the new version found on the Business Office forms page, where the forms are now in alphabetical order.

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10/21/25 - Added the new Director of Human Resources, Dana Hancock, to the org chart. Under the Fraternity Finance and Facilities page, updated the Calendar of Key Dates and the Campus Resource Roster.

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10/07/25 - A secured location to access completed Blanket NP-1 (Indiana's Nonprofit Sales Tax Exemption) Certificates for Wabash purchases has been created. Wabash employees should have view access to download the appropriate form to provide to the vendor. Before downloading, please read the instructions. More information about Indiana Sales Tax Exemption may be found here. Completed blanket certificates are saved in Box.

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9/15/25 - Today, we publish the redesigned Treasurer’s Office webpages for a SOFT opening. The "SOFT opening" means that we have asked some of our campus process experts to review the content and provide us with feedback. Feedback about these pages may be emailed here. Once we are ready, an email will be sent to all Wabash Employees announcing the new site. (9/30/25 - Kendra Cooks sent the email announcement to all empoloyees. Subject of email was "Introducing Our Redesigned Treasurer's Office Website.")

Currently, the redesign includes content to describe the functions, staff, and mission of the Treasurer's Organization. We not only updated the Purchasing Matrix and Instructions for Use of Indiana State Sales Tax Exemption , but we also added:

Stay tuned for updates every other week. We are currently working on:

  • updating the Purchasing Card Manual
  • content about the timing of payment runs
  • a dynamic purchasing matrix webpage
  • an explanation of when to use which object codes (completed 11/19/25)
  • a secured location to access completed NP-1 forms (completed 10/07/25)
  • updating the Signature Authority Policy (completed 11/5/25)
  • step-by-step documentation for creating a Purchasing Request in Colleague and completing a "simple" Payment Request
  • a secure location for step-by-step documentation.

Updates will be highlighted in this What's New Section.

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