Brought to you by: Rose Ellis-Budget Director-College Operations-Ext Cathy Nolan-Budget Accountant-College Operations-Ext.5604 Greg Holmes-Chief Financial Officer-Ext. 5516

John OglesbyVendors A - G Holly LoniganVendors H - P Julie CopleyVendors Q - Z

Accounts Payable Invoices Travel form P-Cards Vendor Setup

Invoices PO number Approval signature or initials Sufficient budget required Executive dean approval if ≥ $500 Copy of PO not needed

Travel form Part 1 – pre-trip authorization Part 2 – post-trip reconciliation

Travel form – Part 1 Part 1 – Travel authorization (pre travel)

Travel form – Part 1 Traveler’s L number FOAP (with sufficient budget) Travel advance amount (if any) Advanced lodging/registration payment (if any) Department approval Executive dean approval if ≥ $500

Travel form – Part 2

Record all expenses One line for each day Per diem (25% reduction for travel days & meals) Original receipts (except P-Card charges) Mileage reimbursement rate (currently.56/mile) Signatures

Travel form – Part 2

P-Cards Application on COPPS Original receipts required Approval signatures Executive dean approval if charges ≥ $500 Monthly submission deadline Fiscal Year End deadline is June 23rd

Vendor Setup W-9 form Vendor Setup form

Vendor Setup

W-9 required for all new vendors Vendor Setup form to ‘Vendor Setup’ or mail to CF Vendor name in subject line if ed

Accounts Payable Questions?

Follows the year end schedule

Ending Grant/Beginning or continuing grants Some requirements: There needs to be a document signed by LCC and a sponsor There needs to be a clear , letter indicating that a sponsor will fund the project. Grant Budget Grant budgets are ‘rolled’ over in October. Grant inception to date budgets can be accessed in Banner in screen FRIGITD Grant inception to date budgets can also be accessed in Expresslane using the Grant Number (ends with zero)

Control Org Codes Let control orgs be controlling. Use control orgs only OR use line item budgets Confusion tends come into it when mixing the two Think about expenses Start thinking about what your expenses are in relation to the budget. Refer to the yellow memo and the year end schedule to submit documents in a timely manner.

At this time of year submitting JE’s JV’s and deposits in a timeliness manner assists greatly

LANE COMMUNITY COLLEGE 2014/2015 YEAR END CLOSING CALENDAR FOR BUDGET ADMINISTRATORS DUE DATETASK 08-May-15 CUTOFF DATE FOR RECEIPT OF A JOURNAL ENTRY FORM BY HUMAN RESOURCES FOR CORRECTION OF ALL PAYROLL ACCOUNTS PREVIOUSLY PAID JULY 2014 THROUGH APRIL 2015 AND CHARGED TO INCORRECT FOAP NUMBERS. 11-May-15 APRIL PAYROLL WILL BE POSTED TO BANNER FINANCE, REVIEW YOUR EXPRESSLANE FINANCE REPORTS FOR ERRORS THAT NEED CORRECTION. 15-May-15GET ANY BUDGET TRANSFERS TO THE BUDGET OFFICE BY NOON. 22-May-15 FINAL DEADLINE FOR RECEIPT OF INTER-CAMPUS ORDER FORMS BY COLLEGE FINANCE REQUESTING CORRECTION OF ALL MATERIALS AND SERVICES, AND CAPITAL OUTLAY TRANSACTIONS PREVIOUSLY CHARGED JULY 2014 THROUGH APRIL 2015 TO INCORRECT FOAP NUMBERS. IF CLOSE TO DEADLINE --> PLEASE HAND CARRY IT TO COLLEGE FINANCE. 22-May-15REVIEW YOUR FY15 BUDGETS RELATIVE TO ACTUAL SPENDING. NOTE: --> CORRECTION & ADJUSTMENT REQUESTS RECEIVED PRIOR TO OR ON THE ABOVE DATES WILL BE REFLECTED IN THE MAY EXPRESSLANE REPORTS. 02-Jun-15 ALL ORG CHANGES FOR NEXT YEAR, INCLUDING BUDGET ROLLUP CHANGES, NEED TO BE SUBMITTED TO THE BUDGET OFFICE AND TO COLLEGE FINANCE. 10-Jun-15 MAY PAYROLL WILL BE POSTED TO BANNER FINANCE; REVIEW YOUR EXPRESSLANE FINANCE REPORTS FOR ERRORS THAT NEED CORRECTION.

Pay attention to ALL components. Program codes are just as important as the other three