Finance

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.

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!