The Business Office provides many services to the Baker University community, ranging from accounts payable and student account management to financial reporting.
We are located at Baker’s Baldwin City campus and are happy to assist you with any account questions or issues that you may have.
Monthly Payment Plans
Tuition Management Systems offers an interest-free monthly payment option that allows you to spread your education expenses over monthly installments for a small enrollment fee.
Get more information about payment options or enroll in the interest-free monthly payment plan. Or call 800.722.4867 for more information.
Summer Conference Rates & Policies
Looking for an Ideal Place for Your Next Event? Look no further than Baker University. Baker provides perfect options for any event. Our facilities are available for group conferences, camps and events. Learn more about facilities and rates.
Tuition Refund Schedule | College of Arts & Sciences, School of Nursing
If a student withdraws from Baker University’s College of Arts and Sciences or School of Nursing or decreases hours after classes begin, applicable credits for tuition will be computed according to the following schedule.
Credits for classes are based upon the date determined by the Office of the Registrar. The following percentages apply:
Tuition for Fall & Spring Semester Classes
Before and including first day of class – 100% refund
After first day of class up to and including 10th day of class – 90% refund
After the 10th day of class up to and including 20th day of class – 75% refund
After the 20th day of class up to and including 30th day of class – 50% refund
After the 30th day of class up to and including 40th day of class – 25% refund
After 40th day of class – NO REFUND
Tuition for Summer School Classes
Prior to and including first day of class – 100% refund
After first day of class up to and including 5th day of class – 75% refund
After the 5th day of class up to and including 10th day of class – 50% refund
After 10th day of class – NO REFUND
Fees are nonrefundable
Information regarding our prepaid-card program in partnership with Tuition Management Systems:
- Total number of students with a prepaid account that were enrolled during the award year: 32
- Mean amount of fees charged to students during the award year: $19.42
- Median amount of fees charged to students during the award year: $11.55
- Total invoice amount paid to TMS for the Refund program: $3,386.00
Conflict of Interest Policy
Effective as of Sept. 14, 2010
The following statement of policy applies to each member of the Board of Trustees and to all officers and directors of Baker University.
Board members, officers, and directors of Baker University serve the greater good of the University and have a clear obligation to fulfill their responsibilities in a manner consistent with this fact. All decisions of the Board, officers, and directors of the University, are to be made solely on the basis of a desire to advance the best interests of the University. The integrity of Baker University must be protected at all times.
Men and women of substance inevitably are involved in the affairs of other institutions and organizations. Effective boards and administrations will include individuals who have relationships and affiliations that may raise questions about perceived conflicts of interest. Although many such potential conflicts are and will be deemed inconsequential, every individual Trustee, University officer, and director, has the responsibility to ensure the entire Board is made aware of situations that involve personal, familial, or business relationships that could be troublesome. Thus, the Board requires each Trustee, University officer, and highly paid individual annually:
- To be familiar with the terms of this policy;
- To disclose to the Board chair any possible personal, familial, or business relationships that reasonably might give rise to a conflict involving the University; and
- To acknowledge by his or her signature that he or she is in accordance with the letter and spirit of this policy.
All Trustees, University officers, and directors are requested to list on the disclosure form only those substantive relationships:
- They or members of their family maintain with organizations that do business with the University, or
- That potentially could be construed to affect their independent, unbiased judgment in light of their decision-making authority and responsibility.
Information shared or gathered shall be confidential except when the institution’s best interests would be served by disclosure. Such disclosure will be made only after informing those concerned.
The following definitions are provided to help Trustees, officers, and directors decide whether a relationship should be listed on the disclosure:
- Business relationship: One in which a Trustee, officer, or a member of his or her family as defined below serves as an officer, director, employee, partner, Trustee, or controlling stockholder of an organization that does substantial business with Baker University.
- Family member: A spouse, parent, sibling, child, or any other relative if the latter resides in the same household as the Trustee or officer.
- Substantial benefit: When a Trustee or a member of the Trustee’s family
- Is the actual or beneficial owner of more than 5 percent of the voting stock or controlling interest of an organization that does substantial business with the University, or
- Has other direct or indirect dealings with such an organization from the Trustee or a member of the Trustee’s family benefits directly, indirectly, or potentially from cash or property receipts totaling $10,000 or more annually.
Restraint on Participation
Trustees, officers, or directors who have declared a potential conflict of interest, or who have been found to have a potential conflict of interest, shall refrain from participating in consideration of proposed transactions unless the Board or administration requests information or interpretation for special reasons. Should a potential conflict-of-interest matter require an Executive Committee or Board vote to resolve, those concerned shall not be present at the time of the vote.
Policies for University Business Expenses
Policies for University Business Travel Expenses
In accordance with Internal Revenue Service rules, Baker University has adopted a written policy regarding employee reimbursement. It is Baker University’s policy to operate under an accountable plan that protects employees from the requirement of reporting all reimbursements as personal income. The policy applies to all faculty, staff, students and administrators of the University regardless of affiliation or location.
An “Accountable Plan” is an employee reimbursement process for expenses on behalf of the University that meets the Internal Revenue documentation requirements. An accountable plan requires an employee to provide documentation that proves that the monies paid to the employee are for legitimate University business expenses. The documentation required includes receipts, copies of paid bills/invoices, written confirmation of payment of expenses from a third party, travel itinerary reports and any other official written items that documents the expenses as a legitimate business expenses on behalf of the university. These expenses are summarized on a Travel Expenses Reimbursement Form.
A “Nonaccountable Plan” is an employee reimbursement process for expenses on behalf of the University that does not require an employee to provide documentation that proves the monies paid to the employee are for legitimate University business expenses. Reimbursements that do not meet the federal requirements for accountable plans will be added to the employee’s taxable W-2 income reporting at the end of the calendar year and the appropriate percentage will be withheld from the employee’s pay for federal and state taxes.
The employee must submit information and documentation attached to the proper reimbursement for payment form sufficient to satisfy the “adequate accounting rules” with respect to travel, entertainment and business gifts. All expense reimbursements must be entered into the Vantage system and supporting documentation routed to the Business Office. For other reimbursed expenses, information must be submitted that is sufficient to identify the specific nature of each expense and to conclude that the expense is an employee business expense. EVERY item must be completely substantiated.
- IRS regulations require specific documentation on the receipt, including the vendor name, date, amount and business purpose.
- For hotel and meal expenses, a copy of a credit card slip is NOT adequate documentation. The original invoice/sales ticket must be included. Documentation for meal expenses must include the names of those in attendance.
- Mileage reimbursement is computed from your primary work location at Baker University. Any miles in excess of standard miles must be substantiated. Substantiation requirements include destination (including who was met with), business purpose, date and number of miles.
- Requests for reimbursement must be entered into Vantage within 30 days of the date incurred.
If there is no receipt, there will be no reimbursement.
Business Office Responsibilities
The University controller and Business Office staff are responsible for administering the University’s accountable reimbursement plan and will make all decisions as to the acceptability of all reimbursement documentation.
- Documentation must be arranged and submitted by the employee and be attached to the proper transmittal form. The employee is solely responsible for providing the documentation in an acceptable manner. Documentation not provided in an acceptable manner will be returned to the employee for proper completion.
- The reimbursement amounts will be added to the employee’s W-2 for any reimbursement documentation ruled unacceptable by the University controller or chief operating officer. The applicable percentage of the reimbursement amount will be withheld for federal and state taxes from the employee’s next available payroll.
- The employee will be notified in writing of all amounts of reimbursement that will be added to the employee’s W-2.
Team & Student Travel
Baker University seeks to promote safe travel to events and activities occurring beyond the boundaries of University property by students and recognized student organizations.
This policy does not apply to travel undertaken by individuals attending out-of-town athletic/recreational events as a nonparticipant. Baker University has a fiduciary responsibility to insure University resources are used responsibly and that individuals do not incur inappropriate or excessive expenses.
All travel should be prudently planned so that the best interests of Baker University are served at the most reasonable cost.
The use of 12- and 15-passenger vans currently in Baker University’s fleet is encouraged to transport passengers. Twelve- and 15-passenger vans should not be rented unless there are none available.
Use of personal vehicles for student organizations/team travel is strongly discouraged. However, personal vehicles may be used only on a voluntary basis and at the student’s own risk.
Teams my stay at any hotel of the coach’s choice, keeping in mind that prudency is a priority.
Double rooms are to be reserved with four members of the same sex staying in a double room.
Coaches/sponsors are entitled to stay in a single room.
Each team member is allowed up to $18.00 per day in a meal allowance. The coach/sponsor may choose to either (1) give each team member cash for their meals; in this case each member must sign a roster acknowledging receipt of the cash or (2) have each member order a meal and provide receipts to the Business Office.
Coaches/sponsors MUST provide receipts for their meals.
Any coach’s/sponsor’s meals submitted without appropriate receipts will not be reimbursed. See the expense reporting section of the University travel guidelines for additional details.
No policy can anticipate every situation that might give rise to legitimate expenses. Reasonable and necessary expenses, which are not listed, may be incurred. Each coach/sponsor must use his/her best judgment in determining if an expense is reasonable.
Excess Interterm Trip Funds
Interterm experiences allow students to travel throughout the world. The majority of these trips require payment by students. In certain instances, the payment made by the student will result in excess funds at the end of the trip. In these instances, the excess funds will be returned to the students.
All excess trip funds will be returned to the paying student.
Policy for University Business Expenses
The purpose of this policy is to provide guidance and direction for traveling on University related business, extend hospitality when it serves the University’s interests by enhancing community and public relations, and by recognizing excellence of University staff and students while maintaining compliance with applicable state and federal laws and regulations. All members of the University community are subject to this policy and must ensure compliance with the specific guidelines of the University.
The IRS has established strict rules governing business and entertainment expenses. The University’s policy is to reimburse employees for legitimate, reasonable, and appropriate business and entertainment expenses in accordance with the requirements and procedures set forth in this policy. Employees are expected to exercise prudent business judgment regarding expenses covered in this policy and in a manner that excludes consideration of personal advantage. Requests for reimbursement must be entered into Vantage within 30 days of the date incurred.
The approval of the travel expense report by the traveler and his/her supervisor constitutes certification to the accuracy and appropriateness of all expenses and allowances listed as actually necessary in the performance of official University business and in conformity with University travel policy and procedures.
However, expenses may be denied upon review by Business Office staff.
Reasonable business-related expenses, including tips, for food and beverages furnished to third parties are reimbursable when the following guidelines are met – (1) there is more than a general expectation of deriving some current or future benefit for the University (2) the employee is actively engaged in a business meeting or activity necessary to the performance of the employee’s job duties and (3) there is a clear business purpose.
No reimbursement will be made for a meal that is provided as part of a conference registration fee.
The following information is required when submitting an expense for reimbursement of entertainment related meals:
- Amount (an original itemized receipt is required and must accompany the reimbursement request). Debit card/credit card receipts are not acceptable.
- Place (name and address of location)
- Reason for entertainment or the business purpose and the nature of the business benefit expected to be gained
- Name of each guest in attendance
The University will reimburse up to $41 per day, including taxes and tips, for meals. This amount is in accordance with the IRS per diem rates. The breakdown of the daily allowance is as follows: breakfast $8, lunch $12 and dinner $21.
Travelers will be paid up to $96 per night while traveling on University business that is 100 miles or more from the traveler’s primary work assignment.
The University will pay actual room costs for each day that lodging away from home is required for business purposes. Travelers are entitled to accommodations that are suitably located and meet reasonable standards for safety, cleanliness, and comfort. When attending a conference, travelers may stay at the conference hotel even if it is not the most economical option available. If there is a choice of choosing hotels, travelers are expected to stay at the least expensive one. No show charges or cancellation fees will be the responsibility of the employee.
When requesting reimbursement the original itemized hotel bill and the original receipt showing proof of payment must be attached to the travel reimbursement request form. The original receipt must contain the following;
- Name of the traveler
- Lodging date(s)
- Name, address, and telephone number of the lodging establishment
- Cost per night
- Total cost of the lodging
The University does not provide coverage for loss, damage or repairs to personal vehicles of employees when used in conjunction with University travel. Likewise, the University is not responsible for the loss of or damage to any personal property stored in the vehicle.
Employees using personal vehicles must be licensed and carry the minimum insurance required by the state of Kansas.
Employees who utilize personal cars for business travel will be reimbursed at the per mile rate established by the University. The expenses related to gasoline consumed by personal vehicles are the responsibility of the employee. Gas receipts will not be accepted for personal vehicles.
Mileage recorded must begin from your primary work assignment – never from your home.
Mileage allowance applies to the following frequently travel routes:
- Baldwin City to Overland Park campus: 72 miles round-trip
- Baldwin City to KCI: 137 miles round-trip
- Overland Park to KCI: 68 miles round-trip
- Overland Park to Wichita: 362 miles round-trip
- Overland Park to Topeka: 148 miles round-trip
- Baldwin City to School of Nursing: 89 miles round-trip
Mileage reimbursements for a traveler who chooses to drive rather than fly should not exceed the lowest round trip coach airfare available at the time of travel. The traveler must supply documentation to support what the lowest airfare rate would have been greater than 21 days in advance of the travel date.
University employees are expected to take advantage of the lowest airfare available and to obtain the lowest possible fare by booking travel tickets well in advance of planned travel times. Upgrades or early bird check-ins will not be reimbursed.
If the traveler takes an indirect route or interrupts a direct route for other than University business, reimbursement for airfare will be at either the actual charge or the charge that would have been incurred by traveling the direct route by the most economical means, whichever is less.
Car rentals will be made for a compact vehicle and only permissible when other means of transportation is not available. The cost of premium, luxury or four-wheel drive, etc vehicles will not be reimbursed.
An employee’s use of a rental car for University business is covered by the University’s insurance. Car rental agency insurance should be declined.
Any personal portion of the cost of a rental car must be subtracted from the total rental bill before requesting reimbursement. The personal portion is calculated by prorating the cost of the rental over the number of days for personal use and number of days for business use.
Retail purchases of offices supplies and other low-cost items required for business purposes will be reimbursed when the request is accompanied by proper documentation. However, employees will not be reimbursed for sales tax. As a non-profit organization, Baker University is exempt from sales tax.
Charge accounts have been set up at various retail stores to facilitate use of our tax-exempt status and to the limit the need for employee reimbursements. It is encouraged to purchase supplies at one of these vendors or at the Mail and Copy Center as much as possible. Please contact Accounts Payable with any questions concerning the charge accounts.
- Lodging expenses (see limitation)
- Travel expenses including airfare, train fare, bus, taxi and related tips
- Meals including tips up to 20% (See limitation)
- Business telephone calls
- Personal mileage (35 cents per mile)
- Gasoline for University owed vehicles and leased vans
- Business entertainment expenses
- Computer access charges for laptops
- Business fax and copy charges
- Other reasonable and necessary business expenses
- Airline upgrades or early-bird check-ins
- Alcoholic beverages
- Bookstore purchases (all bookstore purchases should be charged to the University account and a purchase order must be obtained prior to the purchase)
- Car rental agency insurance
- Clothing and shoes
- Commuting expenses between an employee’s residence and the University
- Expenses more than 30 days old
- Floral arrangements (These are purchased through the President’s Office)
- Gasoline for personal vehicles
- Gifts to students and employees
- Greeting cards
- Gym memberships
- Hotel room movies and other forms of personal entertainment, including mini-bar refreshments
- In-flight movies/refreshments
- Internet user fees (unless pre-approved by the chief operating officer)
- Lost/stolen cash or personal property
- Monthly charge for cellular phone service
- Newspapers and magazines
- Personal entertainment expenses
- Personal items and services such as toiletries, luggage, clothing, gum, beverages (unless it is with a meal), medication, etc.
- Personal meals within 50 miles from the traveler’s primary work assignment.
- Recreational activities and other similar activities
- Sales tax from which the University is exempt
- Spouse or family member’s meals, fees or travel costs
- Telephone or Internet costs that are not University related
- Tips in excess of 20%
- Tobacco products
- Towing services (except for University vehicles)
- Traffic citations, parking tickets and other fines
No policy can anticipate every situation that might give rise to legitimate business expenses. Reasonable and necessary expenses, which are not listed above may be incurred. Each employee must use his/her best professional judgment in determining if an expense is reasonable and necessary for University business.
The final determination of whether an item is reasonable and necessary will be made by the University Controller or the Executive Vice President for Administrative Services.
Policy for Food Purchase
The food purchase policy defines parameters under which Baker University departments may purchase food using institutional funds. Employee meals are a personal expense. When the University purchases the meal, the business purpose must be defined in order to avoid a taxable event.
Policy & Guidelines
Baker University has an obligation to ensure that all expenditures are essential and reasonable and that they support the mission of the University.
Guidelines for Appropriate Food Expenditures
The functions or events at which it is considered appropriate for food and beverages to be served to University personnel are limited to the following:
Food may be provided at business meetings that involve substantive and bona fide business discussions with an outside party or parties in attendance. Outside parties include official guests of the University such as donors or potential donors, visitors from other universities, prospective faculty and staff during the interview process and guests invited to assist in the development of programs.
Student Academic Function
Food may be provided at student functions that contribute to the academic mission of the University. Current and prospective students are the primary beneficiaries at such events but University employees may be in attendance.
Internal Training Function
Food may be provided to participants of a formal training session that lasts all day when business is conducted through the time of the meal. Beverages only may be provided at a training session that lasts at least half a day.
Departmental retreats may be included in this category provided that they are conducted primarily as training functions, are held on University premises, do not require overnight lodging, and do not occur more frequently than annually.
Other Internal Function
This category includes University-recognized events, such as annual University Christmas receptions, award ceremonies or events supporting University-wide initiatives or campus-wide events. The events must be preapproved by the president or the executive vice president for administrative services/chief operating officer.
Guidelines for Appropriate Food Expenditures
This policy establishes the following requirements and limitations regarding appropriate food expenditures:
- Food and beverages may be provided only at functions or events that meet the criteria listed above.
- A listing of the names of each person in attendance at events at which food is provided must be submitted as documentation to support payment.
- Food may not be provided at planning meetings, regularly scheduled or routine meetings. This restriction is based on current tax laws and is intended to avoid the necessity of including the value of such meals in an employee’s taxable income.
- Documentation to support food and beverage expenditures at functions that are training retreats must include a description of the type of training provided.
- Reimbursement requests for business meals must be supported by an original itemized receipt. Credit card receipts are not acceptable.
- All purchases are limited by available departmental budgets.
- Meals during working hours, including “working meals” where one employee takes another employee to breakfast, lunch or dinner is NOT allowable.
- If an employee is asked to travel more than 50 miles from his or her primary workplace for business purposes, his or her meals may be reimbursable. Any meals purchased less than 50 miles from the employee’s workplace is NOT allowable.
- Purchase of alcoholic beverages is never allowable.
This policy is an addition to the University Business Expense policy.
The final determination of whether an item is reasonable and necessary will be made by the University controller or the executive vice president for administrative services.
To improve the reliability of the financial statements and allow for more effective financial management of the University, the following policy has been adopted.
ALL purchases of goods and services for the University will require the submission of a CMC Vantage purchase order BEFORE ordered or contracted for services. Any exceptions to this policy must be approved by the chief operating officer.
Initial purchase requisitions must then be submitted in the CMC Vantage administrative system for approval.
A system of authorized online approvals will be established for each department. Department managers or their designee will be responsible for timely approval of requisitions.
The system will monitor the budget availability.
When goods and/or services are received, purchaser is responsible for recording the receipt of goods in the Vantage system. This process authorizes the Business Office to pay the invoice upon receipt.
Vendors are notified of this University policy by the Business Office.
Items purchased for inventory, such as mailroom supplies, will be managed using the Vantage Inventory module.
There are additional requirements for the following types of purchasing:
- General office supplies should be acquired through the Mail and Copy Center in Baldwin City and Central Services in Overland Park.
- The purchase of any equipment and/or software that will connect to the campus network must be approved by the chief information officer.
- All employment activities must be approved by the Human Resources office.
- Purchases in excess of $10,000 must be approved by the chief operating officer (or designee).
Any single item or services in excess of $5,000 will require submission of three competitive bids to the chief operating officer prior to approval.
- Contract services must be approved by the chief operating officer (or designee).
This process will allow all budget managers to have daily access to up-to-date budget information.
Purchasing Authority Policy
- Conflict of interest occurs when a person’s private interests and his/her University responsibilities overlap. This means an individual should not be in a position to gain personally as a result of conducting business on behalf of the University. Employees engaged in any aspect of the purchasing process are expected to be free of interests or relationships that are actually or potentially detrimental to the best interests of Baker University. For instance, employees should not independently authorize University businesses with a company he/she substantially owns or with businesses substantially owned by close relatives.
- All employees who have purchasing authority or have been delegated purchasing authority and possibly could have a conflict of interest must disclose the information by signing an annual conflict of interest statement.
Capital Purchases & Construction Renovation Projects
The University uses a competitive selection process for awarding capital purchases and construction/renovation projects over $50,000. The primary selection process for capital purchases is solicitation of bids. The University reserves the right to refuse any and all bids as part of the process. The selection process for construction and renovation projects consists of a request for qualifications from interested parties followed by a series of elimination rounds conducted by a University-appointed committee.
**NOTE: The business office will reimburse individuals purchasing items with their personal credit card. (As long as the individual has exhausted any means possible to purchase the item through the above purchasing system.) Receipts must be provided and the goods must be approved for purchase.
Gifts to Faculty, Staff, and Students
This policy clarifies the taxable status of prizes, awards and gifts to University faculty, staff and students and specifies whether University funds may be used to purchase prizes, awards and gifts.
Policy & Guidelines
The Internal Revenue Service Code states that under certain circumstances the value of prizes, awards and gifts to individuals is considered taxable income. The University follows IRS regulations with regards to the giving of business gifts, awards and prizes.
Gift Cards & Gift Certificates
Gift cards and gift certificates, regardless of the value, are considered by the Internal Revenue Service as a cash equivalent and are subject to tax reporting and tax withholding. Therefore, they are not allowed to be purchased with University funds.
The University considers the following to be personal gifts that will not be paid or reimbursed with University funds other than at the President’s discretion.
- Birthday gifts (including cakes)
- Holiday gifts
- Wedding gifts
- Baby gifts
- Sympathy gifts
- Going away gifts
Awards to Employees
Awards provided to employees in the form of cash, gift certificates, or noncash merchandise for performance, productivity, or other reasons connected with their employment are considered taxable compensation. These awards must be reported as employee compensation on the employee’s Form W-2 and is subject to federal withholding and FICA taxes.
Occasionally, the University may offer door prizes and other noncash gifts to entice employee or student participation in an event. These noncash gifts must be de minimis in amount (under $25) in order to be allowable. The prizes may NOT be gift cards
Sales Tax Collection
It is the policy of Baker University to comply with the State of Kansas sales tax regulations by collecting, accounting for, reporting and remitting the required sales tax in a timely manner. Departments engaged in the sale of taxable goods and services must collect the sales tax and must forward a monthly report to the University controller.
Policy & Guidelines
The purpose of this policy is to comply with state sales tax regulations and to protect the University from penalties for failure to file complete and accurate tax returns.
Although the University is exempt from paying sales tax on qualified goods and services it purchases for its educational operations, the University’s tax-exempt status does not extend to items sold to groups or individuals.
The University must collect sales tax on sales of any tangible personal property, selected services rendered and ticket sales for admission to public events. Tangible personal property includes items such as clothing, shoes, athletic equipment and mailroom purchases. This is not a complete list of items that may be taxable. For further clarification please contact the Finance Office. This applies to sales to outside groups, individuals, staff, faculty and students. Sales tax also must be collected for admission to sporting events and items sold at the Maple Leaf Festival by student groups.
Any department engaged in the sale of taxable goods and services must collect the sales tax and forward a monthly report to the University controller by the fifth of the following month.
The current sales tax rate for Baldwin City is 8.55%.
Education Costs for the Baldwin City Campus
College of Arts & Sciences | School of Education (undergrad)
College of Arts & Sciences | School of Education (undergrad)
College of Arts & Sciences | School of Education (undergrad)
Constant Hall 13
618 Eighth St.
PO Box 65
Baldwin City, KS 66006
Hours of Operation
Monday – Friday
8 a.m. – 4:30 p.m.
Closed major holidays
P.O. Box 65 Baldwin City, KS 66006 785-594-6451