New: Gift Card Purchase Policy

September 4th, 2014 by Tracy Snowberger

Loyola Community,

The Gift Card Purchase Policy has been established to set forth the guidelines and procedures for the purchase and distribution of gifts and gift cards/certificates purchased with University funds to ensure compliance with the University’s tax withholding and reporting obligations.

This policy applies to all staff, faculty, and principal investigators who wish to purchase gift cards for the purpose of incentives, awards, and other uses necessary to carry out the University’s mission.  Gift cards should not be given in exchange for services received or in place of a payment of wages.  Gift cards are subject to tax laws similar to cash payments.

Effective immediately, any department wishing to purchase a gift card, will need to complete a Gift Card Purchase Authorization Form. This form should accompany the Purchase Requisition and sent to the designated Purchasing agent: HSD Purchasing at HSDBUYERS@LUC.EDU or Lakeside Purchasing at PURCHLSC@LUC.EDU.  Gift Card purchases should not be made on the ProCard. Once a gift card purchase has been approved, gift cards should not be used for reasons other than their originally stated purpose.

Once gift cards have been distributed, a Gift Card Distribution Log must be completed and submitted to either SPA, GRNTCON@LUC.EDU (If AU begins with a 2, 5, 103XXX or 104XXX) or General Accounting, ACCOUNTING@LUC.EDU (For all other AUs).

Gift Cards should be treated like cash and be kept under lock and key at all times to ensure proper physical security and to protect from theft and loss. Access to the gift cards and keys to the lock areas should be limited to the individual(s) responsible for safekeeping of the gift cards.

The Gift Card Purchase Policy can be found at:

http://www.luc.edu/finance/giftcardpolicy

Forms:

Gift Card Authorization Form

Gift Card Distribution Log

New: Motor Vehicle Records and Vehicle Use Policy

August 22nd, 2014 by Rebecca Gomez

Loyola Community,

A new Motor Vehicle Record (MVR) and Vehicle Use Policy approved by the President’s Cabinet earlier this year is being implemented by the Risk Management department of Loyola’s Treasurer’s Office. This new policy will apply to anyone who:

• drives a University vehicle,
• drives as a primary part of their job duties, and/or
• transports students on University business.

The policy will not apply to employees who occasionally drive their own vehicles between campuses for meetings or other incidental business-related driving, unless it involves driving students and/or the use of a University-owned vehicle.

The policy requires anyone who falls into the above categories to become an authorized driver by following the new process, which includes an MVR check (at no cost to the individual). To begin the MVR process, follow the steps below:

1. Visit LUC.edu/finance/motorvehiclepolicy/ and read the MVR and Vehicle Use Policy in its entirety.

2. Read and electronically sign an authorization form permitting Loyola to process your MVR. The link to this online form is located within the policy in the Driver Eligibility section in the third bullet point — or click here.

3. After signing, you will receive an e-mail from HireRight, the company that processes the MVRs. This e-mail may take a few days to arrive after signing.

4. Follow the link in the HireRight e-mail and complete your personal information on HireRight’s secure website. The login information contained in this e-mail will expire after 30 days, so you must complete your information ASAP upon receipt of the e-mail from HireRight.

5. Expect a final e-mail from MVRCheck@luc.edu with the results of your MVR check. The criteria for acceptable drivers are located in Exhibit A in the policy.

Please note that the MVR check is just one step in the process to become an authorized driver. Additional steps can be found within the MVR and Vehicle Use Policy.

If after reading the policy you have questions, please contact the Risk Management department at riskmanagement@luc.edu

Travel & Business Expense Policy Updates

June 30th, 2014 by Tracy Snowberger

Effective July 1, 2014 all expenses in excess of twenty five dollars ($25.00) will require the support of a detailed receipt.  This change applies to all Expense Reimbursements and ProCard purchases.  The updated Travel & Business Expense Policy can be viewed here: http://www.luc.edu/finance/expensepolicy.shtml

In addition to this updated policy, ProCard Cardholders and Approvers should be aware of these additional changes:

  • Gift Cards may NOT be purchased on the ProCard. ALL gift card and gift certificate requests must go through the Purchasing Department (purchlsc@luc.edu).

In addition, incentive or prize purchases for program attendees or research study participants on grant (5xxxxx), gift (2xxxxx), and certain research stimulation accounting units (103xxx and 1047xx) are NOT allowed on the ProCard.  Please contact Sponsored Program Accounting at (312)915-8730 with any questions.

  • EBay, Etsy, UBid, Newegg and other similar vendors are not allowed on the ProCard.  Please contact the University’s Purchasing department for special requests (purchlsc@luc.edu).  This list of vendors is not exhaustive; please direct any questions to the ProCard Administration.

Important Note:  Prohibited purchases may NOT be paid out-of-pocket and submitted for expense reimbursements.  Immediate card suspension may result from the purchase of these items (gift cards and restricted online vendors) with the ProCard.

  • All effort must be made to use the University’s Preferred Vendors and Suppliers.  Cardholders that do not use these prequalified suppliers either due to emergency situations or sourcing issues should note that any transactions involving other suppliers such as Amazon, Costco, Wal-Mart, etc. will be automatically audited each month.

PC Workstations (Apple, Windows, etc.) and Laptop purchases may NOT be purchased on the ProCard. ALL PC workstation and Laptop request must go through the ITS and the Purchasing Department: http://www.luc.edu/its/purchases.shtml

The complete ProCard policy and procedure manual can be found at http://www.luc.edu/finance/procard_policy_and_procedure.shtml

Please contact Martin Rivera (ext 5-8785) or Megan Pedersen (ext. 5-8750) with any questions or concerns regarding ProCard.

Fiscal Year 2014 Financial Services Deadlines

June 3rd, 2014 by Rebecca Gomez

Loyola’s fiscal year-end of June 30, 2014 is rapidly approaching! To close out FY14 please review the below deadlines.

Check Requisitions and/or Expense Reimbursements must be received electronically by Accounts Payable (accounts-payables@luc.edu) no later than Monday, June 30, 2014. Requests received after June 30, 2014 will be paid against the FY 2015 budget.

Expenses not received in AP by June 30, 2014.
o Expenses incurred prior to June 30 not received by AP by June 30 must be accrued and charged to your FY 2014 budget with supporting documentation from an external party.
o Goods must have been received or services rendered prior to June 30.
o Requests to accrue must be received by AP in writing by Thursday, July 3, 2014. If there is a significant invoice ($25,000 or more) that you are aware of after July 3 that pertains to FY14, contact Ben Smigielski (bsmigie@luc.edu) or Accounts Payable (accounts-payables@luc.edu).
o Appropriate and valid accounting unit-account code pairs must be on the requests.

Invoices received by departments for items ordered using a purchase order should be sent immediately to Accounts Payable for payment processing
o Purchase orders that have not been paid but have a receipt processed against the order in the Lawson system (“received, not invoiced”) by June 30 will be accrued as an expense in FY 2014.
o To ensure accuracy please make sure that all items that have been physically received are also recorded as “received” in the purchasing system by June 30.

Procurement Card transactions should be made no later than Monday, June 30, 2014 to be applied to the FY 14 budget.

Payroll adjustments
o General Accounting payroll adjustments: (corrections between accounting units for salary line items) must be received by General Accounting (send to cfraczkowski@luc.edu) by Thursday, June 26, 2014.
o Sponsored Program Accounting payroll adjustments: Personnel Action Forms (PAF’s) or Employee Information Forms (EIF’s) that include corrections to grant accounting units for salary line items must be received by Monday, June 9, 2014. Requests received after June 9, 2014 will be processed for FY 2015.

• Revenue received prior to June 30 for programs being held in FY 2015 will be deferred to the new fiscal year. Contact Ben Smigielski at bsmigie@luc.edu or Andrea Sabitsana at asabits@luc.edu by Thursday, July 3, 2014 to ensure the proper accounting for the deferral of revenue.

If you have questions regarding these procedures, please feel free to contact Ben Smigielski at bsmigie@luc.edu or Andrea Sabitsana at asabits@luc.edu.

The entire Financial Services team appreciates your efforts and we look forward to a successful and efficient year-end close!

Promotions & New Hires from Finance

December 4th, 2013 by Tracy Snowberger

The Finance Department is happy to announce promotions from several departments including Budgeting & Financial Analysis, the Bursar’s Office, Sponsored Program Accounting, HSD Finance, and the Controller’s Office.  Please join us in congratulating Lauren Hagan (Budgeting & Financial Analysis)  Tom Catania, Laura Zaucha,  &  Nancy Dorn (the Bursar’s Office) and  Mary Scalero & Missy Alich (Sponsored Program Accounting), Kevin O’Neill (HSD Finance), and Asha Done (Controller’s Office) .

Lauren Hagan accepted the position of Associate Vice President for Strategic Financial Planning effective December 30, 2013. Lauren will be working with Tom Hickey, who announced his retirement from Loyola University Chicago effective January 31, 2014, as well as the HSD team for the month of January 2014 as a part of our transition plan.

Laura Zaucha has accepted the position of Assistant Bursar for the the student business office at the SSOM campus, effective December 2nd.  Laura will help to ensure that the SSOM campus is operating under the same standards as the WTC and LSC campuses and she will continue to supervise the student health insurance program, cashiers and special withdraw appeals.

Tom Catania has been promoted to Cashier Manager and Accounts Administrator effective December 2. Because of Tom’s vast and in depth knowledge of the Student Financials module within PeopleSoft, he will also continue to oversee that accuracy of student accounts and special programs such as Office of International Programs.  Tom has been an invaluable member of the Financial Systems department for many years and his experience and knowledge will be a great asset to the Bursar Office.

Nancy Dorn has assumed greater responsibilities as the WTC facilities have grown in both complexity and student traffic. Nancy has proven time and again she is an invaluable resource to the Bursar Office. The Bursar’s Office is happy to announce that Nancy has accepted her promotion as WTC Bursar Coordinator.

Mary Scalero has been promoted to the position of Grants Administration Manager, Sponsored Program Accounting (SPA).  In her new role as Manager, Mary will be responsible for the supervision of all SPA Grant Administrators for both the Lakeside and HSD Campuses.  She will also serve an integral role in providing support to LUC’s research community regarding post-award grant and contract policies and procedures, compliance and regulatory issues.

Melissa Alich has been promoted to the role of Lead Grant Administrator, SPA.  In this position, Missy will assist the Grants Administration Manager in the training and development of new and current SPA Grant Administrators.  She will review, oversee and approve the daily work of fellow Grant Administrators and will continue to provide critical support to assigned faculty members and departmental administrators regarding grant and contract policies/procedures and post-award administration.

Kevin O’Neill was promoted to Financial Analyst for HSD Finance on September 4th.  Kevin joined the HSD Finance team as an Accountant on April 11, 2011.

Asha Done joined the Controller’s office as an Accounting Coordinator on September 19th, filling the vacancy created upon Susan Oskvarek’s retirement.  Prior to her new role, she worked as a Student Account Advisor in the Bursar’s Office.

We are also excited to welcome two new members to our team.  Catherine Carlson joined the Budgeting & Financial Analysis department on September 9th as a Financial Analyst.  Andrew Palmisano joined the Bursar’s Office on November 25th as a Student Account Advisor.

Please join us in congratulating Lauren, Tom, Laura, Nancy, Mary,  Missy, Asha, and Kevin on their new roles and welcoming Catherine and Andrew to the Team!

 

Important Kronos Update

October 16th, 2013 by Rebecca Gomez

On Thursday, October 24, 2013 Financial Services and ITS will begin moving the KRONOS Time Card System to new servers on the Lakeside Campuses. The move will take place between 5:00 pm Thursday, October 24, 2013 and 8:00 am Monday, October 28, 2013.

Financial Services and ITS requests all departmental users logoff KRONOS by 4:00 pm Thursday, October 24, 2013.

For those employees who swipe at KRONOS Time Clocks, they should continue to use the clocks during the downtime. The punches will be stored in the clocks and will be sent to the time cards once the system is back online.

No time card approvals are required during the downtime.

As part of the move, the Kronos application will have a new URL. The new website is https://kronos.luc.edu

The new website will be available on Monday, October 28, 2013. You should continue to use the existing Kronos website until October 24th.

Please be sure to update your bookmarks to the new URL!

Also, we are excited to announce that the new Kronos site will now be available off campus without having to use VPN. Please note that you may need to update to the required version of Java installed on your machine to access the site. For help with Java, please contact the help desk.

All of the current functionality will remain the same, such as recording your start and stop times, as well as entering your exception hours, such as Sick, Vacation, Personal or Holiday time.

Documentation and manuals are available on-line at http://www.luc.edu/finance/fsdoc.shtml

If there are any questions, please contact the Kronos Help Desk at ext. 5-7444 (kronoshelpdesk@luc.edu) or the ITS Help Desk at 4-4444.

Promotion Announcement from Sponsored Program Accounting

July 29th, 2013 by Tracy Snowberger

Sponsored Program Accounting is happy to announce Donna Ballard’s recent promotion to Senior Grant Administrator.  Donna joined Sponsored Program Accounting in April 2011 and has administered grants and contracts for the Lakeside campus, including the College of Arts and Sciences, the Center for Science and Math Education, the Institute of Environmental Sustainability, the School of Social Work and the Loyola Museum of Art.  Throughout the past few years, Donna has successfully managed an increasingly more complex grant portfolio, including overseeing a wider variety of federal grants, tracking over half of Lakeside’s cost share commitments and completing a higher frequency of grant financial reports.  Donna will continue to report to Karen McCormack and provide support to the aforementioned departments in her new role.

Congratulations on the well-deserved promotion, Donna!

New Director of Disbursement Services

July 22nd, 2013 by Tracy Snowberger

The Controller’s Office is pleased to announce the addition of Robert (Bob) Curry as the new Director of Disbursement Services.  Bob will have responsibility for all of the University’s disbursement activity including Accounts Payable, Procurement Card, and Payroll.  Bob has over 15 years’ experience as an Accounts Payable manager and has worked for Solo Cup, the Tribune Company, and Career Education Corporation.  Bob’s first day is today and he will be located in the Accounts Payable Suite on the 6th floor of Lewis Towers, room 602-A.  He be reached at rcurry@luc.edu and extension 5-8748.

Please join us in welcoming Bob to Loyola, we are very excited to have him join our team!

Promotion Announcements from the Controller’s Office

July 17th, 2013 by Tracy Snowberger

The Controller’s Office is pleased to announce that Christine Fraczkowski and Brigid Smith have both been promoted to a senior accountant. During the past few years, Christine has helped with financial reporting and account reconciliations. She compiles and analyzes a large portion of the monthly variance packet, prepares various external surveys including the Form 990 and IPEDS, and does the accounting for the Rome Center and the Fitness Center. Brigid has been heavily involved with Loyola’s asset management system and capital budget, which involves moving projects into service and depreciating capitalized assets. She also works with Maria Araque on various tax-related projects, including state tax remittances and non-residence alien tax treaties. Both Christine and Brigid will report to Melissa Townsend.

Congratulations Christine and Brigid!

 

Fiscal Year 2013 Financial Services Deadline

June 4th, 2013 by Rebecca Gomez

Loyola’s fiscal year-end of June 30, 2013 is rapidly approaching!  In order to close out your FY 2013 budget, all FY 2013 Check Requisitions and/or Expense Reimbursement requests must be received by Sponsored Program Accounting no later than Wednesday, June 26, 2013 and to Accounts Payable no later than Friday, June 28, 2013.

Payment requests received after this date will be paid against the FY 2014 budget.

Expenses that were incurred prior to June 30th but are not received by Accounts Payable by June 30th due to timing issues can be accrued and charged to your FY 2013 budget if the expenses are supported with documentation from an external party.  In order to accrue an expense, the goods must have been received or the services rendered prior to June 30th.  Requests to accrue expenses must be received by Accounts Payable in writing no later than Wednesday, July 3, 2013.  Please verify that an appropriate and valid accounting unit-account code is on any payment or expense accrual that you submit. 

Invoices received by departments for items ordered using a purchase order should be sent immediately to Accounts Payable for payment processing.  Purchase orders that have not been paid, but which have a receipt processed against the order in the Lawson system (“received, not invoiced”) by June 30th will be accrued as expense in FY 2013.  To ensure an accurate accrual of expenses in FY 2013, please make sure that all items that have been physically received are also recorded as “received” in the purchasing system. In addition, all Procurement Card transactions should be made no later than Wednesday, June 26, 2013 to ensure proper recognition in FY 2013.

Any General Accounting payroll adjustments (corrections between accounting units for salary line items) must be received by General Accounting (send to cfraczkowski@luc.edu) by Monday, June 17, 2013.  Requests received after that date will be processed for FY 2014.   Any requests to accrue for summer faculty supplemental salaries must be submitted to Faculty Administration by Friday, June 28, 2013.  

Any Personnel Action Forms (PAF’s) or Employee Information Forms (EIF’s) that include corrections to grant accounting units for salary line items must be received by Sponsored Program Accounting at GRNTCON@luc.edu by Monday, June 10, 2013.  Requests received after that date will be processed for FY 2014.

If you have questions regarding these procedures, please feel free to contact Brian Slavinskas at bslavin@luc.edu, Andrea Sabitsana at asabits@luc.edu.

Revenue received prior to June 30th for programs being held in FY 2014 will be deferred to the new fiscal year.  To ensure the proper accounting for the deferral of revenue, please contact Andrea Sabitsana at asabits@luc.edu or Ben Smigielski at bsmigie@luc.edu by Wednesday, July 3, 2013.

The entire Financial Services team appreciates your efforts and we look forward to a successful and efficient year-end close!