Accounts Payable & Payroll Reminders and Tips!
OFFICE OF BUSINESS AND FINANCE MEMORANDUM DATE: November 21, 2013 TO: FROM: RE: Administration, Faculty and Staff Business Office 2013 Calendar Year End Closing The Business Office is working toward the close of the calendar year and before we head out on the holiday break we need your help as we say goodbye to 2013. Outlined below are details, dates, and contact people for Payroll and Accounts Payable. We ve also included a cheat-sheet calendar to help you prepare. As always, thank you for your help! Please do not hesitate to call if we can be of assistance. ************************************************************************************************************* Check Requests o The last accounts payable check run for calendar year 2013 will be Thursday, December 19 th. In order for you to have a check printed by this deadline, all check requests must be submitted no later than Friday, December 13 th at 5:00 p.m. this deadline pertains to: ALL check requisitions including: Reimbursements Invoices Concur Requests Any check requests submitted after 5:00 P.M. Friday, December 13th, will be fulfilled when we return from the holiday break on Monday, January 6, 2014. Any questions regarding check requests should be directed to Jazmine Newsom (6782) and Heather Coles (6420) Employee/Student Timesheets PAYROLL o o The December 7 th -21 st timesheets must be submitted and approved by - 5:00 pm Friday, December 13 th. If you are planning on taking vacation from December 16 th 31 st, please make sure you submit your leave calendar to your supervisor before you leave on December 20 th.. Again, any questions regarding payroll should be directed to Heather Coles (x6420) or Jazmine Newsom (6782)
Accounts Payable Reminders & Tips Allow a minimum of five business days to receive payment after the check request is received by the Business Office. This timeline may increase if the check request is not filled out properly or if more information is needed, such as a W9 or an itemized receipt. Here are some tips to help us get you and our vendors paid as soon as possible. Most of the forms that you will need are on the Finance & Administration website under Accounts Payable/Payroll link. These forms include the mileage reimbursement form, standard check request form and student award payment form. The mileage reimbursement form and student award payment form are their own check request. The standard check request form is not required in addition to these forms. Itemized receipts are preferred in addition to credit card receipts, especially for large meals and hotel stays. Meals that are submitted for reimbursement for someone other than or in addition to the person we are reimbursing need to have a list of the attendees and/or name of an identifiable group (i.e. SO122 Sociology of People). A W-9 form is required in order to pay individuals and businesses who will provide the college with some type of service (i.e. any type of honorarium payment, performances, consulting, design work). Please try to provide some type of invoice or contract with every check request paying for services. If one is not available, please explain why. All student award payments to international students as well as payments to international speakers and block visitors must have 30% of the total award deducted for tax purposes. Please alert Accounts Payable of any international visitors who will be coming to the US to provide the college with a service (speaking, workshop, performance) as soon as possible. We need to verify that they are eligible for honoraria payments as well as prepare forms for them to fill out upon their arrival. Honorarium payments to employees must go through payroll not accounts payable. See Attachment A titled How to see if a Check Request Has Been Completed for your convenience. Payroll Reminders & Tips Hourly employees may submit their timesheet as early as the 7 th and 22 nd day of each month. The last day an employee can submit their timesheet is three business days after the dates mentioned above (exceptions will exist when a holiday is in the middle of a payroll). Additionally, these timelines include having the supervisor approve the timesheet as well. Due to the payroll rules and regulations, it is important to have your time sheet submitted and approved timely. Please see the attached payroll schedule for your reference (Attachment B).
With 2014 quickly approaching, as a reminder you can now update your annual W-4 exemption/withholdings on self-service banner. Attached is an outline on the steps to update your W-4 if you wish to do so (Attachment C). It is important to set up a proxy for your timesheet approvals in self-service banner in the case where you are out of the office and are unable to approve your employee s timesheet(s). The process is very quick and painless. We have attached a how to sheet for your reference (Attachment D).
Attachment A How to See if a Check Request Has Been Completed Log into Self-Service Banner Click on Finance
Click on "Transaction Detail Choose the fund & org code that the transaction was charged to as well as the month in which the transaction would have been completed. Then hit search.
Hit Control & F to start a search & search for the name of the vendor
Once you find the transaction you re looking for click on the corresponding document #
You are now able to see all of the details related to that transaction. The Payment Due date is the date that the check was printed.
Attachment C Changing your withholdings online From the main page click on Employee Then Click on Tax Information Click on W4 Tax Exemptions or Allowances Meeting notes Page 1
Both Colorado and Federal Income tax need to be updated. This has to be done one at a time. You do so by clicking on Update. Changing your withholdings online Start here All of the fields that are required have an asterisk. The effective date has to be after the last date you were paid, this date will populate for you. You can also future date this field. When you are done making your changes you have to click on Certify Changes. Meeting notes Page 2
To finalize the changes you will have to enter your pin, to agree the agree to the changes. Remember you need to update both Colorado and Federal Income tax. You will be asking to certify both changes. Meeting notes Page 3
Meeting notes Page 1 Attachment D In case you are gone when a time sheet needs to be approved, you must set up at least one proxy. Click on Employee Then click on Timesheet
Meeting notes Page 2 Then click on the Proxy Set Up link: Find the appropriate person s name from the drop-down menu, names are listed alphabetically by last name. Check the Add box, and click Save. That s all there is to adding a proxy please consider adding multiple proxies so that you re sure your employees timesheets will always get approved!
Meeting notes Page 3