Archive for December, 2018

2018 Year End Reminders

Friday, December 21st, 2018

As the 2018 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 the spelling of 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:

2018 W-2’s will be issued by the IRS deadline of January 31, 2019. 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 11thIf you do not receive your W-2 by February 11th, 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.

2018 Year End AP Announcements

Thursday, 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
  • 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 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