2018 Year End AP Announcements

December 6th, 2018

Season’s Greetings from the Accounts Payable Team!

New Process Changes Effective January 1st

  • Each payment request must refer to only one invoice (i.e. no more including multiple invoices on the same payment request form).
  • Expense Reimbursement forms are for employee reimbursements only. All other reimbursements must be submitted via a payment request form.

Note: Payment requests submitted to A/P that do not conform to the above guidelines will be returned to the department for revision and resubmission.

Important Reminders

  • Submit no more than three payment requests per email to Accounts-Payables@luc.edu.
  • Payment requests must be approved and include documentation to support the payee and amount. Note: two signatures are required for requests over $5,000.
  • Each payment request and its supporting documentation (invoice, email, etc) should be submitted in one PDF attachment.
  • ACH is the preferred method of payment for all requests. Please encourage your vendor to sign up for ACH payment.
  • Sensitive information, such as W-9 forms or banking details, should be sent to Accounts Payable via Loyola Secure Transfer.
  • Loyola University, including the Accounts Payable office, will be closed from Dec 22nd – Jan 1st in observance of the holidays.

Upcoming Email – Banking Details Verification

  • If you are an active employee who is also an active vendor with Accounts Payable, you may receive an email from A/P in the near future asking you to verify that the ACH banking information on file with A/P is correct. This email will come from accounts-payables@luc.edu. Please be assured the email will NOT include full banking details, nor will it ask you to submit banking details via email.

Wishing you and yours a very happy holiday season,

Loyola Accounts Payable Team

Promotional Product Vendor Fair

October 23rd, 2018

On September 26, 2018, Procurement Services and Marketing and Communication announced the addition of Warehouse Direct as the University’s new Prequalified Supplier of Promotional Products (not for resale) (also see https://www.luc.edu/purchasing/announcements/index.shtml and a flyer here).  In the coming weeks we will be hosting a number of Promotional Product Vendor Fairs to introduce Warehouse Direct to the University community.  Various suppliers will be showcasing their product offerings and will be available for all of you to discuss each of your departmental promotional product needs.  In addition, each attendee will have the ability to provide Procurement Services valuable insight into their product needs and make recommendations as to which products should be considered for inclusion in the online ordering system.  Once implemented, the online ordering system will include many of the product recommendations that will ultimately help streamline the order and fulfillment process while ensuring cost control and brand integrity.  

The product shows will be held at the following dates, times and locations.  Attendees are free to come and go throughout these times.   Each show will also feature give-aways and raffles!

Lakeshore Campus
November 1, 2018
9:00 a.m. – 11:00 a.m.
Damen Center
Sr. Jean Room

Water Tower Campus
November 15, 2018
8:00 a.m. – 10:00 a.m.
Lewis Tower
Regents Hall 16th Floor

Health Sciences Campus
December 11, 2018
10:00 a.m. – Noon
Suite 150

Please feel free to forward this message to anyone interested.  For questions or more information please contact: Brian R. Slavinskas, Senior Director of Procurement Services and Financial Compliance,  at 312-915-8787 or bslavin@luc.edu.  We hope to see you there!


New Promotional Products Pre-Qualified Supplier

September 26th, 2018

Date: September 26, 2018

Procurement Services, in partnership with University Marketing and Communications, is pleased to announce Warehouse Direct as the new Pre-Qualified Supplier of Promotional Products (limited to those products that are not for resale).  Under this new relationship, the University will establish a formal process for the procurement of goods with the Loyola logo.  This new, standardized process will improve our sourcing, ordering and invoice settlement while maintaining new levels of brand integrity.  In addition, this partnership provides the opportunity to evaluate and identify standard items for purchase by all departments to align with product sustainability initiatives.

Over the next couple of weeks, we will be working diligently with Warehouse Direct in the development of the e-commerce platform that will enable you to order standard promotional products.  During this time, we will be identifying departments with high order and spend volumes to help develop this platform.  Once we have completed this process, we will be hosting a formal program introduction session and product show at the three main University campuses.  At that time, departments will have an opportunity to view product offerings from Warehouse Direct and their suppliers, and have the opportunity to identify product options that will be suitable for their needs.  These selections will be considered for inclusion in the standard product catalog in the e-commerce platform.  All products and logos will be fully vetted by Procurement Services and UMC before inclusion in the platform.  Our goal is for all departments with promotional product needs to have a voice in the standard product catalog offerings.

Procurement Services will be setting up the introduction and product show for early November.  Please keep your eyes open for the announcement for the date, time and location coming soon.  In the meantime, should you have any immediate needs for promotional products, please contact Procurement Services and we can facilitate a connection with Warehouse Direct.

We are extremely excited about this new program and strongly encourage your department to use Warehouse Direct for your promotional product needs.  Attached to this document is a description of the benefits relating to the Pre-Qualified Supplier Program, Brand Integrity and Sustainability.  Should you have any further questions, please let us know.

Kind Regards,

Brian R Slavinskas
Senior Director
Procurement Services

Deneen Jackson-Gillespie
Executive Director
Marketing and Creative

Geraldine Lechantre
Purchasing Manager
Procurement Services

2018 Fiscal Year End Deadlines

May 31st, 2018

Loyola Community,

Loyola’s Fiscal Year-end of June 30, 2018 is rapidly approaching! Please review the important year-end deadlines below.

Why is the Fiscal Year-end so important?

The University is required to prepare financial statements in accordance with Generally Accepted Accounting Principles (GAAP). The financial statements provide an overview of the financial position of LUC as of June 30th, therefore it is critical that all revenues and expenses that relate to the fiscal year (July 1 – June 30) are captured.

Year-End Information Presentation

The Financial Services Division held information sessions to review year-end deadlines and processes. Additional information along with examples of the processes and deadlines noted below are contained in the presentation. Please review them at your earliest convenience. The presentations can be found at: http://blogs.luc.edu/finance/2018/04/30/year-end-information-sessions/.

Fiscal Year-End Expenses

 Departments should ensure that all invoices for goods received or services rendered during FY18 are reflected in the FY18 financials.

Accounts Payable

  • Check Requisitions and Expense Reimbursements for activity related to May 2018 and prior must be received electronically by Accounts Payable (AP) (accounts-payables@luc.edu) by no later than Friday, June 15, 2018 at 5 p.m. for all expenditures including operating, gift/grant accounting unit requests.
  • Check Requisitions and Expense Reimbursements for June activity must be received by AP (accounts-payables@luc.edu) by Friday, June 22, 2018 at 5pm for all expenditures including operating, gift/grant accounting unit requests. Any requests received after Friday June 29, 2018 will be paid in FY2019.

Expense Accruals

  • Every effort should be made to notify Accounts Payable in a timely manner regarding FY18 invoices received after June 30th so that all expenses are appropriately accrued for.
  •  Expenses incurred prior to June 30th must be accrued and charged to your FY 2018 budget even if you have not received an invoice by the dates above.
  • If you DO NOT have an FY18 invoice to submit a check requisition by July 3rd, 2018, submit an expense accrual form to General Accounting (accounting@luc.edu) to set up an expense accrual, documentation to support the accrual will be needed. Use the “Year End Accrual Form/Expense Accrual” found under the General Accounting Forms: https://www.luc.edu/finance/forms.shtml#d.en.103630

Purchasing: Purchase Orders

  • 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 have a receipt processed against the order in the Lawson system (“received, not invoiced”) by June 30th will be accrued as an expense in FY 2018.
  • Please make sure that all items that have been physically received are also recorded as “received” in the purchasing system by June 30th.
  • Purchase orders must be physically received on Dock 8 by 4:30pm on Friday, June 29, 2018 for the Health Sciences Campus. Lakeside and Water Tower campus items received by a department must be substantiated with the signed PO to purchasing by no later than June 30, 2018.
  • There will be no exceptions made for items in transit or back ordered even if the order has been placed prior to June 30th, therefore, please plan accordingly and place all orders as soon as possible.

Procurement Card

  • Procard transactions must be posted to PNC Active Pay by no later than Wednesday, June 27, 2018 to be applied to the FY18 budget as this is the end of the June billing cycle. The “posted” date is not the transaction date, so please plan on making all FY18 transactions as soon as possible.
  •  Please use account code 1810 (Prepaid expenses) in active Pay for any purchases on your procard that relate to FY19 services/expenses. (Examples include: Airfare, hotel deposits, conference registrations, etc.)

Payroll Adjustments

  • General Accounting Payroll Adjustments: To transfer salary expenses between Operating or Endowment Accounting Units (excluding Gift or Grant AU’s), please submit a completed Salary Transfer Request Form to General Accounting (send to cfraczkowski@luc.edu) by no later than Wednesday, June 20, 2018. No salary corrections will be processed for FY18 after this date.
  • Sponsored Program Accounting Payroll Adjustments

For Salary transfers involving Gift, Grant, or 103XXX/104XXX AU’s, please refer to Sponsored Program Accounting’s Year-End deadlines here:


Petty Cash

  • Departments with Petty Cash accounts must reconcile their accounts prior to year-end so that FY18 expenditures are recognized. A reminder from General Accounting will be sent out the week of June 11th.

Cash Management

Repetitive EFT’s/ACH’s

  • Repetitive EFT’s/ACH’s that need to be processed in Fiscal Year 2018, must be sent electronically to the Treasurer’s Office at Cashmgmt@luc.edu by Thursday June 28, 2018 at 12pm. These transactions will be processed on June 28th and clear Loyola’s bank account on June 29, 2018.
    • Any repetitive EFT’s/ACH’s that come in after 12 pm on June 28, 2018 will be processed on June 29th and clear Loyola’s bank account on July 2, 2018 and these transactions will be recorded in Fiscal Year 2019.

Non-Repetitive Wire Transfers

  • Non-Repetitive Wire Transfers that need to be processed in Fiscal Year 2018, must be sent in with all supporting documentation to the Treasurer’s Office at Cashmgmt@luc.edu by Tuesday June 26, 2018 at 12pm.  If any documentation is missing or has incomplete banking information, it will not be processed and it will be returned to you for additional information and will then be processed in Fiscal Year 2019.

Fiscal Year-End Revenue

  • Revenue Deferral: Revenue received/deposited prior to June 30th for programs being held in FY2019 must be deferred to the new fiscal year.
  • Revenue Receivable: Any revenues not received by June 30th that relate to services provided by the University in Fiscal Year 2018 should have a revenue receivable set up.

Credit Card Deposits

  • Credit Card transactions should be deposited with the Bursar’s office as soon as possible for any activity that relates to May and June. Please do NOT combine May and June deposits together.
    • Credit card refunds should be sent to General Accounting to accounting@luc.edu with the supporting documentation showing the initial charge to the credit card and then the refund processed.
    •  Please check your Accounting Units as soon as possible to verify that all your credit card revenue has been posted. If you believe there are deposits that have not been recorded, please reach out to Michael Steele msteele2@luc.edu immediately. Credit card activity for FY18 needs to be deposited in June, otherwise you may forfeit that revenue. If you do not make a credit card deposit, your AU will NOT reflect the revenue.
  • All University deposits for FY18 should be taken to the Bursar’s office by no later than June 29th, 2018 by 12pm to ensure they are recorded for FY18. If you are unable to deliver FY18 deposits to the bursar by this date, you must set up a receivable for that revenue.
  •  Contact Maria Araque at maraque@luc.edu or Megan Basso at mfriedberg@luc.edu by no later than Thursday, July 5th, 2018 if you have questions on setting up a revenue deferral or receivable.
  •  Year-End Revenue Deferral/Receivable forms and instructions can be found under the General Accounting Forms under “Year End Accrual Form” https://www.luc.edu/finance/forms.shtml#d.en.103630

Year-end Gift Revenue

  • Any checks received by June 30th should be forwarded to Gift Processing immediately so they can be entered in Advance and accrued as gift revenue for FY18.

If you have any questions regarding these procedures, please contact the appropriate department.

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

The Financial Services Division


Year End Information Sessions

April 30th, 2018

On April 26th and April 30th, 2018 the Financial Services Division held information sessions for University employees at the HSD and WTC to review year-end deadlines and processes. If you were unable to attend, please review the PDF of the presentations provided below to familiarize yourself with these key year-end highlights.

HSD Presentation

WTC Presentation

IRS Releases 2018 Form W-4

March 5th, 2018

IRS Releases 2018 Form W-4. The IRS has issued the 2018 Form W-4, Employee’s Withholding Allowance Certificate, which is available on the APA website. The certificate the employee completes has not changed, but the instructions and worksheets have been updated to reflect changes in tax law.

IRS Launches New Calculator for ‘Paycheck Checkup.’ Employees are encouraged to use the new withholding calculator to determine whether they need to revise their federal income tax withholdings. If a revision is necessary, you may submit a revised W-4 to Human Resources.



2017 W-2’s

January 31st, 2018

Paper W-2’s

  1. W-2 statements were mailed on Wednesday, January 31st to employees who did not opt-in for the electronic version of the W-2 or who are no longer active employees.  Please allow 1-2 weeks for delivery via the USPS.
  2.  We will not be processing any W-2 reprints until Monday, February 12th.
  3. If you do not receive your W-2 by February 12th, you may fill out, sign, and email back a completed W-2 request form, which is available on our webpage.  Once we have the form, we will work on processing a W-2 reprint within 5-7 business days.

Electronic W-2 Option

  1. Electronic W-2’s were published online on Tuesday, January 30th. If you are still an active employee, you can view and print a copy of your W-2 electronically while connected to the Loyola network.  All you need to do is give your consent to receive the W-2 electronically by following the steps found here.
  2. Opting in will give you access to your 2017 W-2 electronically.  It will also give you access to other recent year W-2’s.  Additional information regarding electronic W-2’s may be found here.
  3. If you opted in to have your W-2 submitted electronically to Turbo Tax, your W-2 will be sent to Turbo Tax by Wednesday, February 1st.
  4. PLEASE NOTE: If you are no longer an active Loyola employee and you previously signed up for electronic delivery, a paper copy of your W-2 has been mailed to the address on file with Human Resources.

For help understanding your W-2, please visit https://www.luc.edu/finance/understandingyourw-2/

For further information, please visit our main Payroll website at http://www.luc.edu/finance/payroll.shtml

Best Wishes,

Kronos Help Desk / Payroll Services

Tax Reform Legislation Will Affect Payroll

January 12th, 2018

On December 22, President Trump signed H.R. 1, also known as the Tax Cuts and Jobs Act, into law. The legislation, which marks the most sweeping tax changes in 30 years, will affect payroll professionals by changing the taxability of two fringe benefits and affecting income tax withholding in 2018 and beyond.

The IRS recently released the new tax withholding tables that reflect the new tax rates for individuals. Lawson has been updated to include these new tax tables. As a result, you may see a change in your paycheck beginning on February 9 for bi-weekly employees and February 15 for monthly employees.

No action is required by employees as a result of this change. We will use the W-4 forms already on file to adjust your withholding to reflect the tax changes. However, employees may update their withholding elections at any time by submitting a new Federal W-4 form to Human Resources.

In addition to the income tax withholding changes, there are some fringe benefit changes related to qualified moving expenses. Through 2017, the Internal Revenue Code provides an exclusion from employees’ income for qualified moving expense payments and reimbursements made by employers. This fringe benefit will be suspended, except for military-related moving expenses, for tax years 2018 through 2025.

Please visit the IRS FAQ site for additional information.

2017 Year End Reminders

January 5th, 2018

As the 2017 calendar year ends, please keep in mind the following important reminders.

Personal Information Review

Don’t forget to double check your personal information for your W-2! Using your most recent pay stub in Employee Self Service, please review your name, address and last 4 digits of your SSN.  If anything needs to be updated, please use the following forms.

Tax Withholding Review

Now is also a good time to do a personal review of your Federal and State tax withholdings. You can view your current elections using Payment Modeling in Employee Self Service.

To make any changes in your elections, use the following W-4 forms and submit to Human Resources.

W-2 Information

If you haven’t already done so, you can sign up to receive your W-2 electronically. Read about the benefits of receiving your W-2 electronically and find step-by-step instructions for how to sign-up by following the link below:


2017 W-2’s will be issued by the IRS deadline of January 31, 2018. If you do not elect to receive your W-2 electronically, or you are no longer an active employees, your W-2 will be mailed to the address on file with Human Resources.  Please allow 1-2 weeks for delivery via the USPS.

We will not be processing any W-2 reprints until Monday, February 12th. If you do not receive your W-2 by February 12th, you may fill out, sign, and email back a completed W-2 request form, which is available on our webpage.  Once we have the form, we will work on processing a W-2 reprint within 5-7 business days.


FY 2017 Year End Information

April 27th, 2017

On April 24, 2017 the Financial Services Division held an information session for University employees to review year-end deadlines and processes. If you were unable to attend, please review the PDF of the presentation provided below to familiarize yourself with these key year-end highlights.

Year End Information Session Presentation

The presenters from the General Accounting and Accounts Payable department have provided some additional notes to accompany the presentation materials. Please review these notes as they may provide some helpful tips for year end.

Accounts Payable FY17 Year End Notes

General Accounting FY17 Year End Notes

The Year End Accrual Form instructions and examples can be found under “General Accounting Forms” at the Financial Services Online Forms webpage.