LET S GET FI$CAL! From the desk of the Controller. Happy Holidays! Teresa Cole. Important dates and deadlines

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1 LET S GET FI$CAL! A Newsletter from the Controller s Office Winter 2016 From the desk of the Controller Office hrs: Mon-Fri 8:00-5:00 Cashier Window hrs: Mon-Fri 8:00-4:30 Sign up for Direct Deposit on Warrior Web The fiscal year 2016 audit is complete, LCSC received an unqualified report from our external auditors, and it has been forwarded to the State Controller s Office. Thank you to all the departments and staff that provided information and assisted in the process! The Controller s Office is happy to have Kelsie join our office. Please stop by the front desk and welcome her. Thank you to all the LCSC staff that attended the cash handling PDT class introducing the new Cash Handling & Deposit Reference Guide. And for your continued collaboration in complying with LCSC and Idaho State policies by following procedures related to MER, travel, requisition, and Pcard guidelines. We know they can seem tedious at times, but are necessary when doing business as a state agency. Please give me a call if you have questions or need help with any financial reporting. Happy Holidays! Teresa Cole Last check runs in December: State-Dec 21 Local-Dec 22 Important dates and deadlines December 26 - January 2 Campus Holiday Closure Cashier s Window December 9 Closed at 3:00 for Winter Revels December 23 Noon Cutoff for submitting December deposits Student Accounts January 12 Residual funds in student bank accounts January 13 Residual Student Aid check release January 23 Tuition and Fee payment deadline January T tax forms mailed January 30 Last day for 100% refund Travel & Vendor Checks December 21 Last fund 10-state check run until January 4 December 22 Last local funds check run until January 5 December 22 Last travel reimbursement checks until January 12

2 Meet our New Staff Member Kelsie Seitz Hi, my name is Kelsie Seitz, and I am 21 years old. I am originally from the Camas Prairie, but I have been living in Walla Walla the past two years and just recently moved to Moscow. I attended Walla Walla Community College from and graduated with an Associate of Arts degree. At WWCC I was also a Warrior, so once a Warrior always a Warrior! My freshman year at WWCC I was a red shirt for the women s basketball team, and then my sophomore year I was Business Vice President for WWCC ASB. In my free time I like to visit my friends and family, especially my one year old nephew Duke. I am very happy with my new job, and I am so happy that I have been given the opportunity to work for such a great school. Office closure The Controller s Office will close at 4:00 p.m. on Friday, December 9 th so the staff can attend the Winter Revels Christmas Party. Cash Management Corner To ensure that your deposits will be processed in December, please submit your deposits at the Cashier Window before Noon on December 23 rd. All checks and cash should be removed from your office and deposited with the Cashier before the campus closure, December 26 th January 2 nd. 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. The new Raffle Information Sheet must be completed and returned to the Raffle Manager within 2 business days from the raffle date.

3 ANNUAL TRAINING Thank you to those of you who attended the Cash Handling & Deposit PDT class. Please refer to the Cash Handling & Deposit Reference Guide that was introduced during the class for our current policies and procedures. Please let us know if you have any questions or concerns regarding the material covered in class or the reference guide. TEMPORARY CREDIT CARD SOLUTIONS - 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 us. REMINDERS Please bring deposits to the Cashier by 3 PM for same-day processing. Deposits dropped off after this time will be processed if time allows, otherwise the following business day. If the window is closed during office hours, please drop your deposit off inside the office. 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). Please refer to the Cash Handling & Deposit Reference Guide for policies regarding deposit frequency. For additional information please contact Kirstin Jeppsen at #2350 knjeppsen@lcsc.edu or Lauren Grijalva at #2351 cashier@lcsc.edu. Student Accounts Spring Semester Billing Tuition and fees for spring enrollment will be billed on December 9. Financial aid funding and fee reductions will not be posted until we return in January. Billing is updated daily until campus closes for the winter break. When we return January 3 billing will automatically update when schedule changes are made. The student billing statement has a NEW LOOK!! Student Accounts is implementing Student Finance which provides a new view of charges, payment links and a statement that is much easier to read and understand. The old links are still available. Employees, who are students, also have an LCMail account. If you are enrolled be sure to check your LCMail or have it forwarded to your regular account. Fee reductions will be posted beginning January 3. If your fees are not reduced by January 6 we don t have your paperwork. Check your billing statement on Warrior Web to make sure your fees have been reduced.

4 Fees must be paid in full by January 23, 2017, the 5 th day of the spring semester, to avoid late fees T Educational Tax Credits Students can view their tax forms for educational tax credits on Warrior Web by the second week of January. There is also a link to opt out of mailing a paper statement. Paper statements will be mailed by January 31. Students With Federal Aid Need Faculty Help! When confirmation of attendance is delayed, student s aid can t be released, late fees can be charged and residual funds are delayed, which causes problems with buying books! Don t Wait till Day 5! It helps students to submit what you can by day 2, January 18. The first review for attendance begins Thursday morning, January 19. Confirmation of attendance must be posted on Warrior Web no later than NOON on Monday, January 23. Classes that only meet on Monday afternoon must have attendance verified by the end of that day. Please be sure adjunct faculty are also aware of these dates. Federal aid must be earned! Students earn federal funds each day as the semester progresses. Students earn all their aid when they have attended 60% of the semester. If a student withdraws before earning their aid (or doesn t withdraw and fails all classes) LCSC is required to return the unearned aid to the federal government, leaving the student with a balance to repay LCSC. This causes issues for students to return and achieve their educational goals. Please refer students to Student Accounts to discuss the financial consequences of dropping classes or withdrawing. P-Cards The first Pcard review for FY2017 has been completed. We reviewed 87 P-cards with over 2,600 transactions for just under $500, % of Pcard charges are for supplies, with travel following closely behind at 36% and services following at 13%. If you are interested in getting a Pcard contact Bev at X2206.

5 Photocopiers Photocopier meter reads will be due early because of the holiday break. Please have all reads to Maria by the end of the day on December 16 th. Ordering toner for Ricoh and Xerox machines is the responsibility of the department. Please keep a spare toner on hand to prevent emergencies. If you have questions about ordering toner, please contact Maria at X2327. WebNow The last fund 10 (state) check run for December will be on Wednesday, December 21 st. The last local check run will be on Thursday, December 22 nd. Be sure to approve invoices promptly in WebNow on the week of December 19 th to meet these deadlines. If you are going to be out of the office, please contact Bev or Maria with a backup contact name for invoice approvals prior to the Christmas break. Have you tried the WebNow button in Colleague-VOUI. If an invoice or ID have been scanned and you have GL rights to the document you can bring the document up within Colleague. Give Bev a call if you have any problems.