Payroll checks

Due to the campus closure, the April 15, 2020 payroll checks will be distributed in the HR office on Tuesday, April 14 from 9:30-11:30 a.m. for employees who do not use direct deposit. Checks that are not picked up during that time frame will be mailed.

Reimbursement for Remote Work Expenses

The college recognizes that in order to work and teach classes remotely, some of you may be incurring additional costs (increasing internet bandwidth, additional data, etc.) in order to effectively deliver your day to day responsibilities. During this interim period where much of the college’s operations are being conducted virtually, the college will reimburse you, if eligible, for these expenses up to a maximum of $50.00/month. The process for requesting reimbursement is as follows:

  1. Moving forward, prior to incurring the additional expense, you need to obtain electronic approval from your supervisor that the expense you may be incurring is necessary for your day to day job function/duties. If you have already incurred the added expense, please work with your supervisor to provide brief justification why this added expense was necessary;
  2. As you receive bills for this increase cost, please request the amount to be reimbursed, up to $50.00/month, on a Confirmed & Received Form. As backup, you will need to include the following for the reimbursement to be processed:
    1. A recent billing statement prior to incurring the increased charges and the new billing including the increased charges;
    2. Your pre-approval from your supervisor for incurring the additional charges (see #1);
    3. If this is a new cost, please submit billing and indicate this a new service that was necessary as a result of your remote work.

The Confirmed & Received Form and backup should be sent through your normal chain for approval and ultimately be approved by the appropriate cabinet member.

  1. Like travel, all approved reimbursements will be processed through LLCC Accounts Payable.

March 31 payroll checks

For employees who do not use direct deposit, March 31 payroll checks will be available for pick up by the employee in the LLCC Human Resources office from 8:30-10:30 a.m. on March 31. Otherwise, checks will be mailed. Please share this information with your adjunct, part-time, contractual and student employees.

End-of-month deposits due today before noon

End-of-month depositsThe deadline to submit your deposits to LLCC Finance is today, March 26, before noon. Please deliver the deposit to an employee who is in the LLCC Finance office, as monies should not be left unattended.

As a reminder, if you have taken in funds, it is necessary to submit them and corresponding deposit slips to the finance department on a daily basis.

If you have questions, please contact LLCC Student Accounts at 217-786-2480. Thank you!

Payment of hourly staff

LLCC Finance would like to make all supervisors aware how we plan to continue to pay our hourly staff. Cabinet is committed to minimizing any hardship to students and staff as much as possible during this campus closure. The February payrolls are currently being reviewed for all hourly employees to come up with the individual’s average pay.

  • If your hourly employee is not currently working, we will use the average pay to pay them.
  • If your hourly employee is currently working remotely, they should fill out a time sheet as normal.

The federal guidelines are a little different for our Federal Work Study students. If you have a federal work study student, we will need the student’s work schedule in order to get them paid starting March 23. I believe most of you have already turned in that information to Viki Bradley. If you have not, please turn that in as soon as possible.

We will be using this information for the April 15 payroll and beyond if needed. The information for the March 31 payroll should be based on information already submitted to payroll for the time worked March 1-6.

Please pass this information along to your employees, and let them know they will continue to receive a payroll check during this campus closure. If you have any additional questions, please contact Karie Longhta, associate vice president, finance, at karie.longhta@llcc.edu.

Notice regarding end-of-month deposits

End-of-month depositsThe deadline to submit your deposits to LLCC Finance is Thursday, March 26, before noon. Please deliver the deposit to an employee who is in the LLCC Finance office, as monies should not be left unattended.

As a reminder, if you have taken in funds, it is necessary to submit them and corresponding deposit slips to the finance department on a daily basis.

If you have questions, please contact LLCC Student Accounts at 217-786-2480. Thank you!

End of Fiscal Year 2020 deadlines

Budget managers — As we are rapidly approaching the end of another fiscal year, please note the following dates to help facilitate your end of year spending:

Last date for all major purchases – April 10, 2020

  • Purchases for office furniture, equipment, materials or supplies that have longer lead times should be placed in order to ensure timely delivery of order. Please be aware in case of longer lead times or back orders, you may not receive your order by the June 30 deadline. In this case, you may have to pay out of FY21 funds.
  • An online requisition must be done and approved by corresponding budget manager(s), with correct account number(s), and forwarded to LLCC Purchasing.

Last date purchase orders will be issued – May 21, 2020

  • This will be the last day a purchase order will be used to order anything.
  • An online requisition must be completed prior to this date which includes approval by corresponding budget manager(s), with correct account number(s) and forwarded to LLCC Purchasing by the above date
  • That also means your budget transfer(s) should have already been submitted to LLCC Budgeting, should there be a need to do that.

Last date to order items on a Blanket Purchase Order – May 21, 2020

  • This includes Office Depot/Staples blankets.

Last date to process payments on a Blanket Purchase Order – June 11, 2020

  • All supporting documentation, invoices and Blanket Purchase Order payment requests must be approved by corresponding budget manager(s) and submitted to LLCC Accounts Payable by 5 p.m. on June 11.

Only emergency purchases will be allowed after the above dates, and as such must have the appropriate approvals.

  • Purchases will require written approval from your appropriate cabinet member prior to the purchase.
  • Due to audit cut off dates, unless such purchases are received on campus by June 30 the purchase will be charged to your FY21 budget.

Grant purchases – above dates apply to grants ending June 30, 2020

  • For those grants that do not end on June 30, 2020, please work closely with Sarah Goodman, Jeremy Bliss and LLCC Purchasing to facilitate your purchases.

FY21 planning and budgeting process starts today

The FY21 planning and budgeting process starts today, March 16. We will continue to use the SharePoint form. The form has been further streamlined to simplify submissions this year — with the New Initiative Project Type being used to submit all initiatives/strategies/programs/projects, FFE, Small Projects, Perkins Requests, Tech Fee Requests.

Users can access the form beginning today, March 16, for submission of items for the FY21 planning and budgeting year. Users are asked to submit their items between March 16 and April 3. Access to the form will close at the end of the day Friday, April 3.

To aid budget managers in submitting Existing Budget Increase/Decrease (budget maintenance) requests, the  budget office will email budget baseline worksheets to users this week. Please wait to submit Existing Budget Increase/Decrease requests until you have received these worksheets. If you are a budget manager of an auxiliary unit and are making budget maintenance adjustments, you are required to attach the baseline worksheets to your forms prior to submission. See the directions pdf for more information.

Written directions and instructional videos have been created to assist users with form completion. These items and the link to the Planning & Budgeting SharePoint Form are posted to the FY2021 Planning & Budgeting link on the Finance Department’s SharePoint page and available for users today.

FY21 planning and budgeting process

The FY21 planning and budgeting process starts Monday, March 16. We will continue to use the SharePoint form. The form has been further streamlined to simplify submissions this year — with the New Initiative Project Type being used to submit all initiatives/strategies/programs/projects, FFE, Small Projects, Perkins Requests, Tech Fee Requests.

Users can access the form beginning Monday, March 16 for submission of items for the FY21 planning and budgeting year. Users are asked to submit their items between March 16 and April 3. Access to the form will close at the end of the day Friday, April 3.

To aid budget managers in submitting Existing Budget Increase/Decrease (budget maintenance) requests, the  budget office will email budget baseline worksheets to users the week of March 16. Please wait to submit Existing Budget Increase/Decrease requests until you have received these worksheets. If you are a budget manager of an auxiliary unit and are making budget maintenance adjustments, you are required to attach the baseline worksheets to your forms prior to submission. See direction pdf for more information.

Written directions and instructional videos have been created to assist users with form completion. These items and the link to the Planning & Budgeting SharePoint Form will be posted to the FY2021 Planning & Budgeting link on the Finance Department’s SharePoint page and available for users Monday, March 16.