Thomas Jefferson University

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Frequently Asked Questions

Accounting, Budgeting, & Managing Funds

Accounting is located at 1020 Walnut Street, 518 Scott Building.

Sponsored Programs Accounting Office is located at 1020 Walnut Street, 525 Scott Building.

Sponsored Programs Accounting Office's hours of operations are Monday - Friday, 8 a.m. to 5 p.m., excluding University holidays.

Financial Planning & Corporate Tax Reporting is located at 1020 Walnut Street, 513 Scott Building.

Cash Handling & Deposits

The University Cashier's office is located at 1020 Walnut Street, 521 Scott Building.

No, separate Standard Deposit Forms are required when both checks and currency (including money orders).

To request a petty cash account, please send a letter to the Associate Vice President and Controller for Thomas Jefferson University, Ronald Keller.  The letter should include the amount requested and the purpose of the account.

You can mail or hand deliver deposits with Standard Deposit Form to 521 Scott Building provided you are not depositing  currency.

Unless you just delivered your deposit at 521 Scott Building, chances are we cannot correct.  First, check if the deposit has been reflected on the General Ledger.  If so, please complete a Request for Cash Transfer.  If not yet on General Ledger, call us at (215) 503-7669 to determine if we can adjust prior to deposit otherwise you will need to complete a Request for Cash Transfer.  

Hand deliver to 521 Scott Building with a Standard Deposit Form and wait for cashier to count in your view.

Please deliver unidentified checks payable to the University to 521 Scott Building.

If expecting an incoming wire transfer, please contact Marge Siegfeldt at 215-503-7836 prior to dispensing wire transfer instructions to the originator of the funds.  A Wire Transfer Authorization form, which can be found on the Forms Center, will be required.

Cashiering activity will typically be reflected on the General Ledger within one business day.

Paying Suppliers

Accounts Payable is located at 1020 Walnut Street, 532 Scott Building.

The preferred method of payment is for Accounts Payable to send the payment directly to the vendor.  However, in the event of an emergency please notify Accounts Payable.  Checks can then be picked up once you are contacted by an Accounts Payable Representative.

Yes.  There are several methods of payment which our Accounts Payable Manager can discuss with you.  For such a request, please contact either Mary Stanley, or Daniel Fraser.

To obtain access to the Accounts Payable System, please complete an online IT request form.  You will be instructed to print out the documentation and obtrain signatures of approvals to access AP information.

If you come across a Credit Card Application request from the vendor, please forward all supporting documentation from the vendor the AP Manager, Mary Stanley.

Email Tim Key and be sure to include the reference/voucher number of the requested invoice.

Consultants are paid either through a Request for Payment found on the Forms Center or by obtaining a Purchase Order via Ascent.

To process a domestic wire transfer, please refer to "Procedures for Requesting an Outgoing Wire" or call Marge Siegfeldt at 215-503-7836.

To process an international wire transfer, please refer to "Procedures for Requesting an Outgoing Wire" or call Marge Siegfeldt at 215-503-7836.

To request replenishment of a petty cash account, please submit a request for payment, which can be found on the Forms Center, as well as supporting documentation on how the previous amount was spent.

Call 215-503-1034 to speak to with an Accounts Payable representative.

Payment terms are the agreed upon days in which Jefferson will pay the vendor.  The terms are generally 45 days from the date of the original invoice.

To check the status of purchase order related invoices, please call Customer Service at 215-503-7740.  To check the status of check request related invoices, please call Accounts Payable at 215-503-1030.

Checks are available Wednesday and Friday of each week.

The Request for Payment can be found on the Forms Center.  Be sure to select the proper form based on your employer.

To register as an Independent Contractor, please visit the Forms Center and complete the four necessary documents: W-9, Employment Status Test, Independent Contractor Agreement, and the Philadelphia Business Privelege Liscense Application.

Invoices from external vendors and internal departments can be mailed to:

            Thomas Jefferson University
            1020 Walnut Street
            RM 532 Scott Building
            Philadelphia, PA 19107

Call 215-503-1030 to speak with an Accounts Payable representative.

Call 215-503-1034 to speak with an Accounts Payable representative.

Call 215-503-7740 to speak with an Accounts Payable representative.

Payroll Administration

The payroll department is located at 539 Scott Building, 1020 Walnut Street.

Payroll's hours of operation are Monday - Friday, 8 a.m. to 5 p.m., excluding University holidays.

Payroll for Employees

The payroll department is located at 539 Scott Building, 1020 Walnut Street.

Payroll is hours of operation are Monday - Friday, 8 a.m. to 5 p.m., excluding University holidays.

Direct deposit, W-4, and personal information such as home address can be changed online through Peoplesoft Self-Service.

You can view current and past paystubs online through Peoplesoft Self-Service.

Pay stubs are available the Tuesday before payday.  Your paycheck can be viewed for accuracy through Self-Service; however, your check is deposited on the actual payday.

Supporting Students

Yes, contact the Tuition Office with student’s name, campus key, school, amount and chartfield string if department paying tuition balance on student

Transaction Processing & Deadlines

Timely deposit of University cash is critical to our operation.  Do not hold checks.  On the last business day of each month, we will continue to make deposits until the close of the banking day.

Call 215-503-7725 to speak with an Accounts Payable representative.

Travel & Expense Reimbursement

The current domestic meal per diem rate can be found at www.gsa.gov/perdiem.

Beginning on January 1, 2013, the standard mileage rate is $0.565 per business mile driven.

The Employee Reimbursement Request can be found on the Forms Center.  Be sure to select the proper form based on your employer.

The Report of Travel Expenses can be found on the Forms Center.  Be sure to select the proper form based on your employer and the dates of your travel.

Call 215-503-7741 to speak with Employee Reimbursement Coordinator.

Universtiy Tax & Audit Compliance

EIN's stand for Employer Identification Number.  EIN's are also known as a Federal Tax Identification Number used to identify a business entity.

Form 1099-MISC (Statement for Receipients of Miscellaneous Income) is used to report miscellaneous income paid to non-employees.

You received a 1099-MISC tax form if you are self-employed, or you did work as an independent contractor during the previous year.

Jefferson produces all 1099's on or before January 31, of the prior year's activity.  If you have not received your 1099-MISC by the Middle of February, please contact the AP Assistant Manager, Daniel Fraser, or the AP Manager, Mary Stanley.

A 501C3 form can be found on the Forms Center.  Be sure to select the proper form based on the company.

A PA Sales Tax Exemption form can be found on the Forms Center.

The Tax ID number is listed on the W-9 for each organization and can be found in the Forms Center.  Please note that Hospital and MHD are the same.