TO: Budget Managers
FROM: Jeremy Bliss
DATE: March 1, 2024
RE: End of Fiscal Year 2024

As we are rapidly approaching the end of another fiscal year, I wanted to send out a reminder to help facilitate your end of year spending. Please note the following dates:

Last date for all major purchases: April 8, 2024

• 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 backorders, you may not receive your order by the June 30 deadline. In this case, you may have to pay out of FY25 funds.
• An online requisition must be done and approved by corresponding budget manager(s), with correct account number(s), and forwarded to the purchasing department.

Last date Purchase Orders will be issued: May 16, 2024

• 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 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 16, 2024

• This includes Office Depot/Staples blankets.

Last date to process payments on a Blanket Purchase Order: June 6, 2024

• 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 6.

Emergency purchases

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 FY 25 budget.

Grant purchases: above dates apply to grants ending June 30, 2024

• For those grants that do not end on June 30, 2024, please work closely with Sarah Goodman and Jeremy Bliss in the purchasing office to facilitate your purchases.

The FY25 planning and budgeting process starts Friday, March 1. We will continue to use the SharePoint form.

Users can access the form beginning Friday, March 1, for submission of items for the FY25 planning and budgeting year. Users are asked to submit their items between March 1-31.

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 4. 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.

New this year —IT implemented a new technology request process in November.  This new process required users to use the Technology Request Form to submit their technology requests for review by the LLCC Data Governance Council and Technology Advisory Group prior to submitting it to the planning and budgeting process.  Items that have already been submitted through IT’s process can now be submitted to the planning and budget process for consideration.

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 FY2025 Planning & Budgeting link on the Finance Department’s SharePoint page and available for users Friday, March 1.

The disbursements team in LLCC Finance, which includes accounts payable and payroll, would like to announce a new disbursements phone number.

• Phone calls for accounts payable and/or payroll inquiries can be directed to 217-786-2430.
• You can also email Accounts.Payable@llcc.edu for any accounts payable inquiries and Payroll@llcc.edu for any payroll inquiries.

We hope this change will enable both accounts payable and payroll to easily assist with any inquires or issues.

Thank you,
Sarah Goodman, director, business & accounting
Dorothy Marshall, accounting technician, disbursements
Kassie Thompson, accounting technician, disbursements
Sean Edmondson, accounting technician, disbursements

The summer 2024 payment plan flyer is now available! To order printed copies for your area, please complete a PRM KBOX ticket.

LLCC Student Accounts is proud to offer more flexible plans beginning with summer 2024. In the past, payments for the summer term could only be split into three payments (May-July). We have opened the payment plan early this year so when students register in February, they could start making payments at that time, extending the payment plan out to six payments (February-July)! This can also be used as an incentive to register early! We will offer the same extended options for fall 2024.

If you have any questions, please contact Student Accounts at 217-786-2480.

Did you know that students can add an authorized user in the TouchNet Payment Center giving them access to make payments and view current account activity?

The authorized user will have their own username and password to log into the student’s account. This permission can be granted or revoked at any time.

Students can follow these steps.

• Login to Logger Central.
• Click on Student Finance.
• Click Pay in Full or Create Payment Plan
• Click Continue to TouchNet Payment Center
• Under the My Profile Setup menu on the right, click the Authorized Users Menu and complete the setup information.

Questions? Contact LLCC Student Accounts at 217-786-2480 or Student.Accounts@llcc.edu

LLCC Student Accounts would like you to be aware that the 2023 1098-T is available for viewing and printing on students’ LoggerCentral accounts. Printed 1098-T forms are in the process of being mailed out now. If students should call you about their 1098-T, please transfer them to 217-786-9645.

The calendar year 2023 W-2 forms are now available. If you elected to receive your W-2s electronically, you can see them in your LoggerCentral Account.

If you did not elect to receive your W-2 electronically, LLCC Finance mailed those W-2 forms on Friday, Jan. 19. If you do not receive your form by the end of January or have further questions, please email Payroll@llcc.edu.