New process for submitting documents to accounts payable

In order to streamline the accounts payable process, we have changed the way documents are submitted to accounts payable.

It is now the responsibility of initiators of the blanket voucher and/or the confirmed and received form to collect ALL approval signatures. The updated forms are located on the Employee Portal > Finance Department  > Accounts Payable.

Finance has also created a video on how to fill out a blanket voucher, save the form, attach the back-up and attach an email approval. The same process would be used for confirmed and received forms. The new forms and the video are located on the Employee Portal > Finance Department  > Accounts Payable. If you have questions on this procedure, contact Viki Bradley.

For confirmed and received forms, budget managers may approve up to $2,500. All purchases/payments over $2,500 must be approved by next level administrator and VP of the division. Blanket vouchers only need to be signed by budget managers.

Remember to submit a requisition for purchases when possible. If you have questions on this procedure, contact Denise Bierman and Jeremy Bliss in purchasing.

New accounts payable submittal process

In order to streamline the accounts payable process, we are changing the way the documents are submitted to accounts payable.  Effective immediately, it will be the initiators of the blanket voucher and/or the confirmed & received form to collect ALL approval signatures.  We have updated the blanket voucher and the confirmed & received forms to add a section for signatures.  Therefore, a physical approval signature can be obtained on the form or an email approval is still acceptable.  Again, all signatures must be obtained prior to submitting to accounts.payable@llcc.edu.

Finance has also created a video on how to fill out a blanket voucher, save the form, attach the back-up, and attach an email approval.  The same process would be used for confirmed & received forms.  The new forms and the video are located on the Employee Portal-Finance Department -Accounts Payable. https://llcconline.sharepoint.com/finance_department/Accounts%20Payable/Forms/AllItems.aspx

More instructions videos are coming.  Other forms can be located on the employee portal as well such as mileage form and FY ’23 AP due dates.

For confirmed & received forms, budget managers have approval up to $2,500. Anything over $2,500 must be approved by next level administrator and VP of division.  Blanket vouchers only need to be signed by budget managers.  Any questions can be directed to Karie Longhta or Viki Bradley.

FY 23 planning and budgeting documents on SharePoint

FY23 planning and budgeting recap documents have been posted to the LLCC Finance Department’s SharePoint site. Please take time to familiarize yourself with the documents, which are sorted by requester’s name. Also watch for emails over the next few weeks if you have been allocated funding from tech fee, small projects and/or FFE. We will be reaching out to individuals to begin the purchasing process and will provide purchasing directions and necessary account numbers.

We have received the fully executed FY23 Perkins Grant award information.  Recipients of Perkins grant funding will receive emails with purchasing instructions and account numbers Monday, July 25.

Purchasing procedures and due dates

The new FY23 tentative budget totals should be online by July 11.

All FY 22 expenditures must be received in accounts payable, with appropriate approvals by July 14, 2022. If your documents are not submitted on time, your expenditures will be paid with FY23 funds.

LLCC Finance Department instructions and forms are located at www.llcc.edu > Info for Faculty & Staff > Employee Portal > Finance Department.

All employees can sign up for direct deposit for employee reimbursements on Employee Self Service. This is separate from a payroll direct deposit. www.llcc.edu > Info for Faculty & Staff > Employee Self-Service > Banking Information

If you have questions regarding outstanding invoices or payments, please contact Viki Bradley.

A Confirmed/Received Form is intended for emergency purchases only and up to $499.00, with a budget manager’s approval. All other exceptions should be discussed with LLCC Purchasing.

A requisition (purchase order or blanket) should be submitted for all expenditures. When a requisition is completed, approvals are done in Colleague and expedites the payment process. Instructions for creating a requisition are located at www.llcc.edu > Info for Faculty & Staff  > Employee Portal > Finance Department > Purchasing > Colleague Requisition Procedures.

If you have any questions on submitting a requisition, please contact Denise Bierman or Jeremy Bliss.

All out of state travel must be signed by the appropriate vice president and approved by the LLCC Board of Trustees. All pre-travel forms should be sent to Jeremy Bliss. Any travel form with prepayment registration requested will be forwarded to accounts payable.

All expenditures $10,000 or more need three (3) quotes and submitted to LLCC Purchasing prior to submitting a requisition.

All expenditures $25,000 or more need an RFP (request for proposal) or ITB (invitation to bid) and will need approval by the LLCC Board of Trustees.

Credit cards are intended for extenuating purchases and travel. Card holders are responsible for downloading and submitting monthly Visa statements to accounts payable, including all appropriate approvals.

Accounts Payable Approvals

  • Up to $2,500 — Approval of budget manager
  • $2,501 – $24,999 — Approval of budget manager, next level administrator and vice president. Three quotes are needed for all expenditures $10,000 or more.
  • $25,000 and above — Sealed bids sought and secured. Approval of budget manager, next level administrator, vice president and Board of Trustees.

Reminder from Accounts Payable

FY23 LLCC Accounts Payable cut-off dates are available on the Employee Portal > Finance Department > Accounts Payable. Please be aware of the cut-off dates as the end of the fiscal year is approaching. Also, the last day to submit for FY22 payments is July 14; all documentation and approvals must be in accounts payable by this date. If anyone in your department does not have access to this, please print it out and have it available for them.

Send all payment requests and inquiries to accounts.payable@llcc.edu.

VALIC/AIG rep on campus April 21

QRcode to my.VALIC.com/seminarsDavid Jones, certified financial planner with VALIC/AIG Retirement, will be on campus Thursday, April 21, from 10 a.m. to 2 p.m. in the VP Conference Room of Menard Hall. To schedule a 30-minute appointment for an account review and to provide information about your options and new enrollments, go to my.VALIC.com/seminars and enter registration code 6303SPR11AB.

VALIC/AIG rep on campus April 21

QRcode to my.VALIC.com/seminarsDavid Jones, certified financial planner with VALIC/AIG Retirement, will be on campus Thursday, April 21, from 10 a.m. to 2 p.m. in the VP Conference Room of Menard Hall. To schedule a 30-minute appointment for an account review and to provide information about your options and new enrollments, go to my.VALIC.com/seminars and enter registration code 6303SPR11AB.

VALIC/AIG rep on campus April 21

QRcode to my.VALIC.com/seminarsDavid Jones, certified financial planner with VALIC/AIG Retirement, will be on campus Thursday, April 21, from 10 a.m. to 2 p.m. in the VP Conference Room of Menard Hall. To schedule a 30-minute appointment for an account review and to provide information about your options and new enrollments, go to my.VALIC.com/seminars and enter registration code 6303SPR11AB.