End-of-month deposits due at noon today

The deadline to submit your deposits to the Finance Department is TODAY, MAY 30 AT NOON!  As a reminder, if you’ve taken in funds, it is necessary to submit them and corresponding deposit slips to the Finance Department on a daily basis.

Please hand the deposit to Elyse Calhoun, Libby Elder or Robin Ackman as monies should not be left unattended. 

If you have questions, please contact Student Accounts at ext. 62480.  Thank you!

Notice regarding end-of-month deposits

The deadline to submit your deposits to the Finance Department is TUESDAY, MAY 30 AT NOON!  As a reminder, if you’ve taken in funds, it is necessary to submit them and corresponding deposit slips to the Finance Department on a daily basis.

Please hand the deposit to Elyse Calhoun, Libby Elder or Robin Ackman as monies should not be left unattended. 

If you have questions, please contact Student Accounts at ext. 6.2480.  Thank you!

VALIC rep is on campus today

Terri Bailey, LLCC’s VALIC representative, is on campus today from 10 a.m. – 1:30 p.m. in the VP conference room, Menard Hall. Terri can address questions you have about setting up a retirement plan, budgeting to meet savings goals, managing your investments and more.

Important notice regarding summer 2017 employee tuition waiver

To all full-time employees who plan on using the employee tuition waiver for themselves or their qualified dependents for SUMMER 2017 LLCC classes:

The tuition due date has been scheduled for Wednesday, May 17.  Please have your completed employee waiver form to Human Resources no later than May 17 to ensure classes will not be dropped.

If you anticipate registering on or after Wednesday, May 17, please submit your completed employee waiver form to Human Resources either before or the day of your registration to prevent being dropped from course(s).

If you have any questions, please contact Libby Elder at ext 62254 or Robin Ackman at ext 62762.  Thank you.

New college vehicle fuel cards

The Finance Department is pleased to announce our new solution to fuel management and vehicle service/roadside assistance!  You can now fuel up at any fueling location on Toronto Road (Shell, Qik-n-EZ, Road Ranger) or the east side of Stevenson Drive (Mobil, BP, Jiffi Stop, Circle K) before returning to campus. The WEX fleet card is accepted at over 90 percent of all U.S. retail fueling locations.  In addition to paying for fuel, these cards provide WEX roadside assistance and authorized service repair sites.

A listing of all fuel and service sites will be located in each LLCC vehicle for your convenience. In addition, you have search capabilities through the WEX website (www.wexinc.com/accepting-locations) or WEX Connect Mobile App (free and very user friendly). No special logins required.

Specific instructions on using the new cards are located in the vehicle and the blue vinyl pouches. Please contact Sarah Goodman (x6-2560 or sarah.goodman@llcc.edu) or Rachel Patarozzi (x6-4646 or Rachel.patarozzi@llcc.edu) if you have any questions.

Notice regarding end-of-month deposits

The deadline to submit your deposits to the Finance Department is THURSDAY, APRIL 27!  As a reminder, if you’ve taken in funds, it is necessary to submit them and corresponding deposit slips to the Finance Department on a daily basis.

Please hand the deposit to Elyse Calhoun, Libby Elder or Robin Ackman as monies should not be left unattended. 

If you have questions, please contact Student Accounts at 217.786.2480.  Thank you!

Budget managers: major purchase deadline is Friday, April 21!

The deadline for major purchases is Friday, April 21. Budget managers can find important dates regarding end-of-year spending  below and in this memo: Memo-2017-year-end-1

As we are rapidly approaching the end of another fiscal year, please note the following dates:

Last date for all significant purchases ——————————————————-April 21, 2017

  • All significant purchases for office furniture, equipment, material or supplies should be placed in order to ensure timely delivery of order.
  • An online requisition must be done, approved by corresponding Budget Manager(s) and Cabinet Member, with correct account number(s), and forwarded to the Purchasing Department.

Last date Purchase Orders will be issued—————————————————-May 25, 2017

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

Last date to order items on a Blanket Purchase Order—————–May 25, 2017

  • This includes Office Max blankets

 Last date to process payments on a Blanket Purchase Order———————–June 14, 2017

  • All supporting documentation, invoices and Blanket Purchase order payment requests must be approved by corresponding Budget Manager(s) and Cabinet Member and submitted to Accounts Payable by 5:00 p.m. on the 14th.

 

 Only emergency purchases will be allowed after the above dates, and as such must have the approval of the appropriate Cabinet Member.

  • 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 30th the purchase will be charged to your FY 18 budget.

 

 Grant purchases———————————-  above dates apply to grants ending June 30, 2017

  • For those grants that do not end on June 30, 2017, please work closely with Sarah Goodman, Rachel Patarozzi and the Purchasing Office to facilitate your purchases.  

 

 

 

Important notice regarding college vehicle rental

We are experiencing a high demand for use of College vehicles. Reservations are first come, first served. Please make sure you get your approved vehicle reservation request to Property Control via the electronic request form located on the Finance Department portal page no later than three (3) business days before the reservation. This will help to ensure we can provide you with a vehicle.

Because of the high demand, we are currently having to rent additional vehicles from outside agencies. If you are no longer in need of your vehicle, you MUST contact Sarah Goodman and/or Rachel Patarozzi via email to cancel this reservation as soon as possible. If you do not cancel your reservation with us and an outside rental occurs because of said reservation, you will be responsible for the rental charges incurred by the outside agency. Additionally, we often have another group taking a van out shortly after its return to the College. If you are not able to return the vehicle to campus at or before your scheduled return time, you must contact us so that we can make other arrangements for other reservations scheduled for that vehicle if necessary. If we are not contacted and a future reservation is not able to be fulfilled, you may be responsible for transportation charges incurred by the other party. If you are uncertain about your return time, please make sure you allow for some extra time within your reservation request.

You may pick up the keys and clipboard for an upcoming reservation the day before you leave (or earlier upon request), or Friday for weekend or early Monday morning reservations. However, you are not allowed to physically take the assigned vehicle until the exact time of your approved reservation. That vehicle may be reserved for another party. If this occurs and the vehicle is not available for that person, you will be responsible for whatever transportation charges are incurred for that party.

Lastly, you MUST fill the vehicle with gas prior to returning to campus regardless of how far you went. If it is returned without gas and gas receipt, you will be asked to take the vehicle back out to fill up. If you have any questions regarding these guidelines, please feel free to contact rachel.patarozzi@llcc.edu or sarah.goodman@llcc.edu.