A Newsletter from the Controller s Office Summer From the desk of the Controller. Fiscal year dates and reminders

Transcription

1 LET S GET FI$CAL! A Newsletter from the Controller s Office Summer 2016 Office hrs: Mon-Thur- 7:30-5:00 Friday- 8:00-Noon Cashier Window hrs: Mon-Thur- 8:00-4:30 Friday- 8:00-11:30 From the desk of the Controller I am excited to be joining the Controller s Office and looking forward to working with everyone on campus. Please give me a call if you have questions or need help with financial reporting. Thanks to all in advance for helping us close fiscal year 2016 and start the new year in July. Enjoy the summer. Teresa Cole Sign up for Direct Deposit on Warrior Web Last check runs for FY2016: State-June 27 Local-June 29 Thank Fiscal year dates and reminders 1. Please make sure all deposits for FY2016 are submitted to the Cashier s window by noon, June 30. Earlier if possible! 2. Mark your calendars to reflect the last check runs for FY2016. June 27 will be the last state account check run (acct number begins with a 10) and June 29 will be the last local account check run (all other accts). 3. June 24 will be the last day to input ICP s for FY After June 24, only input those online requisitions that will be approved by noon June 30 th or they will be purged. 5. FY17 requisitions and ICP s can be input starting July FY17 Annual PO s will be input by Purchasing. They will contact depts. soon to verify information. 7. Clean up old encumbrances and notify the Purchasing Dept. on any needed adjustments prior to June Submit travel expense claims for processing by June Submit internal ID documents (ID- G,M,P,V,W) to the Controller s Office for processing by June As in previous years, P-cards will be suspended June No Pcard charges during this time. 11. Contact the Controller s Office with any questions.

2 I joined the LCSC team in May after nearly 20 years with my former employer and am looking forward to a fresh start and new adventures in my career. I was born and raised in Lewiston and love calling this town home. I have three grown children, Tiffiny, Jordan, and Amitti, two granddaughters, Elliot and Audrey, as well as a 6- year-old basset hound named Paisley. While enjoying my free time, you can usually find me taking care of my garden, working on home improvement projects, or reading a good book. I also drive a bright yellow Camaro convertible, so if you see me cruising around campus, feel free to give a wave and ask for a lift! Hi, my name is Melissa Seitz and I am 26 years old. I am originally from the Camas Prairie, but have lived in the Lewis-Clark Valley for most of the last 7 years. I recently graduated from Lewis-Clark State College in May, 2015, with a Bachelor s Degree in Justice Studies. While going to school I worked at Costco for 3 ½ years before going on maternity leave and later getting a job here at LCSC in the Controller s Office. I have a nine month old son named Duke who is the best thing to ever happen to me. In my free time my fiancé and I are really into all things sports, however with the wedding coming up in September, we spend most of our free time wedding planning. I am very happy with my new job and love working for such a great school! Cashier Corner DEPOSIT SLIP Many of you have already converted over to our new deposit slip; thank you! Hopefully you are enjoying the ease of use and efficiency it was designed to offer. We have definitely seen an increase in accuracy as a result of using the new form, so keep up the good work! If you have not started using the new deposit slip or have questions, please contact us. RAFFLES As a non-profit organization, we are required by the Idaho Gaming Commission to record all raffle activity conducted by LCSC departments or clubs to ensure that we are in compliance with the State of Idaho Charitable Gaming regulations. If you are planning to have a raffle, please coordinate with Kirstin Jeppsen at least 2 weeks prior to the starting date for your event. CHECKS MAILED TO LCSC The mail room sends most checks they receive from outside mail directly to the Cashier. If your department is

3 expecting a check, please cashier@lcsc.edu with the payers name and expected check amount. When the check comes in, the cashier will followup with the appropriate individual. If you know the check total and what account(s) those funds should be deposited into, you can a deposit slip to cashier@lcsc.edu ahead of time so the deposit can be processed as soon as the check arrives. Letting us know ahead of time ensures prompt processing of your deposits as well as provides us with a contact for any questions. COMING SOON! We are working on a PDT course to cover cash handling and deposit preparation that will be offered to all departments or clubs accepting cash, check or credit cards. We will cover cash handling policies/procedures, deposit preparation, sales tax, fundraising, credit card processing, revenue objects, and more. We will be sure to notify you as soon as the class has been scheduled. UPDATE! The Controller s Office has two (2) mobile credit card processing devices that can be leased by LCSC departments and clubs. If you are planning an event and would like more information on how you can accept credit cards, please contact Kirstin Jeppsen for more information. REMINDERS The cashier window closes at 4:30 PM daily or 11:30 AM on Fridays during summer hours. If you need to make a deposit, please plan to arrive at least 15 minutes prior to closing to allow time to process your deposit. Deposits that arrive close to or after closing, can be held and processed the following business day. If the window is closed during office hours, please drop your deposit off inside the office to be processed the following business day. All payments should be kept secure until a deposit can be made with the cashier. This includes cash, checks or forms containing credit card information. Only authorized individuals should have access to payments or payment information. Deposits should be made at least weekly and should be brought to the cashier window in-person (not sent via campus mail). For additional information please contact Kirstin Jeppsen at ext 2350 knjeppsen@lcsc.edu or Lauren Grijalva at ext 2351 cashier@lcsc.edu F9 Reports Due to numerous fiscal year end processes, the June FY2016 F9 reports will reflect transactions through June 30. We will be updating your accounts with

4 year-end adjusting entries until July 14. Final FY2016 balances will be available on your June F9 reports, July 15. This is the one time of the year that changes can be made to the F9 reporting trees. Contact Bev Hill with any changes you would like by July 16. FY2017 F9 reports will be available after year-end closing on July 25. Online RQ s & ICP s Just a few reminders when inputting online requisitions: Input club account RQ s only after you have the club signatures Use the AP.Type WAP for fund 10 appropriated accounts only Add the associated Dean/Provost/VP if RQ is over $2,000 in the next approval block Add the associated Dean/Provost/VP if the RQ is for the department head. They can t approve a reimbursement to themselves Do not change the due date on either the RQ or ICP. This may delay the processing of your document Only input those RQ s that can be approved by noon on the last day of each month Please do not input any ICP s after the last check of each month. Colleague is date driven and won t carry these outstanding vouchers across a closed month. Year-end deadlines for RQ s & ICP s: FY2017 RQ s & ICP s can be input starting Friday, July 1 st Enter only those ICP s that can be approved by noon on June 24 th Enter only those RQ s that can be approved by noon on June 30 th P-Card Points To reflect expenditures in the correct fiscal year and due to Bank of America cutoff dates, do not use your P-Card from June 20 - June 30. As in previous years, June P-Card charges will be charged against FY2016 budgets. Be sure to allow for these charges in your budget planning. Please review and approve your June transactions by 5:00 p.m. July 5. With Monday the 4 th being a holiday this is a short review period. The data will be swept by BOA on Wednesday, July 6 th. The June F9 reports will reflect May P-Card charges with a date of 06/01/16 and June P-Card charges with a date of 6/30/16. No P-Card usage June 20-June 30 All P-Cards will be suspended during this time

5 Did you know that the sweep date for the Pcard is updated monthly on the Pcard website? Take a look: PDT Classes Sign up and Mark your calendars for the following PDT classes: Travel Training 101 July 25 WebNow-Financial Training August 3 F9 Financial Report Training August 23 Pcard Overview and Log Training September 23 MER Review and FAQ s October 14 Student Accounts Summer School Charges for summer enrollment were billed in early May. The fee payment deadline for sessions 1, 2 & 3 has passed; however, students enrolling in only session 4 classes have until June 13 to pay in full and avoid late fees. Employees need to be sure their paperwork is completely processed and received by Student Accounts before June 13 to have their fees reduced and paid before late fees are assessed. Fall Semester Students now have the option to review an estimated bill on Warrior Web before billing occurs in mid-july. The link Projected Fees by Term provides a preview of the anticipated bill for planning purposes. This link does not project anticipated financial aid funding, nor does it reflect special reduced rates (E.g. employee reduced fees). Fall tuition and fees are posted to the Student Account Statement by July 18. s are sent to LCMail accounts to advise students to view their bill online; paper statements are not mailed. The fall fee payment deadline is August 26, 2016, the FIFTH day of the semester. Fees can be paid on Warrior Web, at the Cashier s Window or mailed to the college. We also accept VISA, MasterCard, Discover Card and American Express. All credit/debit card payments incur a 2.5% service fee. Timely Verification of Attendance is critical! Students who receive federal financial aid depend on faculty for prompt confirmation that they have attended all their classes in order to receive and/or retain federal aid. Students with missing attendance can incur late fees when their aid can t be released, and residual funds are delayed which causes problems with buying books. The first review for attendance is done Wednesday morning, August 24. Attendance must be posted no later than NOON on Friday, August 26. Classes that only meet on Friday afternoon must have attendance verified by the end of that day. Please be sure adjunct faculty are also aware of these dates.

6 Residual Funds We continue to encourage students to sign up for direct deposit to receive residual funds electronically. It saves the college money, is safer and more secure for students, there s no line and they get funds sooner! Go Green, please encourage students to sign up for direct deposit! The initial residual funds disbursement, released before the semester begins, is limited to $2,500. Receiving an advance of residual funds is helpful for students to purchase books and supplies; however, sometimes schedules change and students find they can t attend as planned and aid is subsequently reduced. Students MUST have their attendance confirmed to retain funds advanced and receive any additional funding. Federal Aid must be earned! Please be aware that students must attend classes and earn funds each day as the semester progresses. Students must attend 60% of the semester to earn all their aid. If a student withdraws before earning their aid (or doesn t withdraw and fails all classes) LCSC is required to return the unearned aid, leaving the student with a balance to repay LCSC. Please refer students to Student Accounts in the Controller s Office regarding information or questions about registration charges, payment plans, late fees, residual funds, refunds, and the financial consequences of dropping classes or withdrawing. WebNow With the year-end deadlines for the last check runs for FY16 approaching, be sure to log into WebNow and approve invoices promptly. Please notify us if you re going to be on vacation the last week of June.

7 Important Dates to Remember: June 13 Fees due for Summer session 4 June 17 Last day to submit FY2016 ID s June P-Cards suspended June 22 Last day to submit FY2016 travel claims June 24 Last day to input ICP s June 27 Last FY2016 State account check run June 29 Last FY2016 Local account check run June 30 Deposits accepted until noon July 1 July 1 July 5 July 14 July 15 July 18 July 25 Fiscal Year 2017 begins *Happy New Year* FY17 requisitions and ICP s and be input June P-Card approval deadline FY2016 Year End Close * Colleague unavailable between 3-4pm Final FY2016 F9 reports available Fall student charges can be viewed on Warrior Web FY2017 F9 reports available August 12 First Financial Aid posting for Fall 2016 August 18 Residual funds in student bank accounts (submitted Intent to Attend) August 19 Residual paper checks released August 22 Fall Semester begins August 24 Attendance confirmation begins August 26 Last day to pay Fall semester fees without late fees August 29 External financial auditors, Moss Adams LLC, arrive. Be prepared to present P-Card documentation as needed. Have a Safe and Fun Summer!