| | Process: | | Requesting personal reimbursement | | Form Needed: | | “Personal Reimbursement for expenses exceeding $30”, available in the AP Office SNGL 234-A or from our Online Forms
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| Process: | | Requesting a petty cash reimbursement | | Form Needed: | | “Authorization for Petty Cash for expenses less than $30” , available in the Payroll Office, SNGL 113 or from our Online Forms
(Receipts and, if for food purchases, a Food Expense Justification Form is also required) |
| Process: | | Requesting personal reimbursement for food expenses | | Form Needed: | | “Authorization for Petty Cash for expenses less than $30” or
“Personal Reimbursement for expenses exceeding $30”
Food Expense Justification Form, available in the AP Office SNGL 234-A or from our Online Forms
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| Process: | | Requesting a Purchase Order (PO) or Blanket PO | | Form Needed: | | Purchase Requisition
CONTACT PURCHASING DEPARTMENT FOR QUESTIONS RELATED TO POs
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| Process: | | Requesting payment of an invoice for goods already received and items such as dues and subscriptions (when no PO was done) | | Form Needed: | | Direct Expenditure Voucher (DEV)
CONTACT PURCHASING DEPARTMENT FOR QUESTIONS RELATED TO DEVs
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| Process: | | Requesting reimbursement for moving expenses | | Form Needed: | | “Authorization for Reimbursement of Relocation Expenses”, available in the AP Office, SNGL 234-A
“Relocation Expense Reimbursement Form”, available in the AP Office, SNGL 234-A
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| Can I pay an invoice for goods purchased and received if I did not submit a Purchase Requisition? | The amount must be $1,500.00 or less, including sales tax and shipping charges. If your purchase will exceed $1,500.00, a requisition must be submitted prior to making the purchase. Procurement regulations apply. For amounts up to $1,500.00, you can submit a Direct Expenditure Voucher (DEV), with the invoice attached, to Purchasing. No food purchases of any amount can be paid from a “10” or “21” account. Please contact Purchasing with questions
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| If I’ve had a Purchase Order generated, do I need to let anyone know when I receive the goods ordered? | If you receive the goods directly in your office instead of through the Receiving Department, you must notify Receiving in writing—e-mail is the most convenient method (Suzanne Beverly, beverly@coastal.edu) that you have the goods. They must be “accepted” in the computer system before AP can pay the bill. If the goods come to you through the Receiving Office, no notification is necessary.
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| Must I have an original receipt(s) when I request reimbursement for goods/supplies I have purchased for the University? | Yes, you must attach original receipts to the reimbursement form. Reimbursement requests for less than $30 can be submitted to the Payroll Office and received from Petty Cash. Reimbursements for more than $30 are submitted to AP and are processed for a check write.
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| How long does it take to receive a personal reimbursement? | Petty cash reimbursements are immediate. Check reimbursements are processed within 7 – 10 working days from receipt of the request.
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| Who must approve personal reimbursements? | Petty Cash and Personal Reimbursement forms must be signed by the Budget Officer for the account to be charged.
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| Can I sign my own Personal Reimbursement form? | Yes, but only if you are the budget officer for that account.
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| Can I pay for food from a “10” account? | No, you cannot pay for food from a “10” or “21” account. The exceptions are Board of Trustees,Commencement and Student Activities within Residence Life.
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| When do I need to complete a Food Expense Justification Form? | You must complete a Food Expense Justification Form anytime you are requesting reimbursement for food (meals or food purchased for meetings, etc.).
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| How do I complete a Food Expense Justification Form? | You must complete the top section of the form, then list all individuals who attended the event. The budget officer signs as Cost Center Director or if the expense has been authorized by an Executive Officer (President, Executive Vice-President, or Provost) for payment from an account for which he/she is the budget officer, he/she must sign as Executive Officer.
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| How do I pay Aramark when I have food catered? | You should complete a Food Expense Justification Form, available on the CCU website, print it, obtain approval signatures and forward it to Aramark. They will submit it to AP for payment.
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| What do I do with a packing slip that I receive? | Send any packing slip that you receive to the AP Office. Please sign and date the packing slip to indicate your approval to pay.
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| What if items I receive are different from those listed on my Purchase Order (more than I ordered of one or more items OR a different item that was not listed)? | AP can add line items to an existing PO but they must have the orderer’s approval to do so. You should notify AP via e-mail if you wish to keep the items you received. If you do not intend to keep them, you must send them to Purchasing for return to the vendor so a new invoice will be issued to AP.
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| Can I reimburse moving expenses to a new employee? | Yes, you can reimburse a new employee for moving expenses as long as the following procedures are followed:
• The amount of the moving expense reimbursement allowed must be approved by the President or his designee during the hiring process and should be stated in the new employee’s offer letter.
• An Authorization for Reimbursement of Relocation Expenses form should be completed and submitted to the Assistant Controller.
• Once the move has occurred, a Relocation Expense Reimbursement form should be completed and submitted to the Assistant Controller along with original moving expense receipts.
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| What are acceptable moving expenses? | Qualified Moving Expenses:
• Moving of household goods and personal effects from former residence to new.
• Cost of lodging during the move from the former residence to the new.
• Shipping charges for cars and pets.
• Mileage reimbursement (at current IRS moving reimbursement rate) or gas receipts during dates of move.
Non-qualified Moving Expenses:
• Meal Expenses
• Temporary Living Expenses
• Pre-move house hunting (after accepting employment)
• Loss on sale of home
• Home improvements
• Security deposits
• Early termination of lease agreement fee
• Expenses related to changing of address
• Rental of Storage Units
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| How do I access Foundation or Commission funds for an expenditure? | You should use your regular University account and regular University forms. Neither Purchasing, AP nor Human Resources can enter a Foundation or Commission account number into our payment system. You should then process the proper Foundation or Commission form to reimburse your University account for the expenditure. Wait until the purchase has been posted to your account so that you know the actual total to be reimbursed, including any sales tax, shipping, etc. Provide a copy of the Purchase Requisition, DEV, PAF, etc. Reimbursements can be done on an item basis, or you can request them periodically when several CEF or HCHEC funded purchases have been made.
Exceptions:
If Foundation or Commission funds are free of restrictions and your planned expenditure cannot pass state procurement requirements, you have two choices. You may use a 19-account and reimburse it with Foundation or Commission funds, as detailed above. Or you may make the purchase directly from Foundation or Commission funds by submitting an invoice accompanied by the appropriate form.
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| Can I pay an individual for services and request reimbursement on a “Personal Reimbursement for expenses exceeding $30”? | NO, ANY PAYMENT FOR SERVICES RENDERED, HONORIA, SPEAKING FEES, ETC., MUST BE PAID THROUGH PAYROLL OR AP. In all instances, appropriate paperwork must be prepared and HR or AP procedures must be followed. See section “Payments to Individuals.”
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| Where do I get reimbursed if I lose money in a vending machine? | You can get your money back from the following locations:
• Payroll Office SNGL 113
• Bonnie Neal EHFA 201
• Pat Porpiglia Residence Life 129
• Joyce Flowers Wall 124A
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| | Process: | | Changing federal and/or state payroll withholding taxes | | Form Needed: | | W-4, available in the Payroll Office, SNGL 113 |
| Process: | | Changing amount of supplementary tax sheltered annuity deduction | | Form Needed: | | Section 403(b) Salary Reduction Agreement, available in the Payroll Office, SNGL 113, or from our Online Forms
(Although there is a form from State Deferred Compensation for changing amounts of 401(k) and 457 reductions, this form can also be used.) |
| Process: | | Beginning new direct deposit(s); changing bank accounts for direct deposit(s) | | Form Needed: | | Authorization Agreement for Electronic Deposits, available in the Payroll Office, SNGL 113, or from our Online Forms
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| Process: | | Changing amount of direct deposit to same bank account | | Form Needed: | | Change in Amount for Electronic Deposits, available in the Payroll Office, SNGL 113, or from our Online Forms
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| Process: | | Employee on 9 months basis requesting payment over 12 months | | Form Needed: | | Request to Change to Twelve-Month Pay Plan, available in the Payroll Office, SNGL 113, or from our Online Forms
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| Process: | | Requesting a petty cash reimbursement | | Form Needed: | | “Authorization for Petty Cash for expenses less than $30” , available in the Payroll Office, SNGL 113 or from our Online Forms
Receipts (and, if for food purchases, a Food Expense Justification Form is also required) |
| When can I change my federal and state withholding allowances? | You can make these changes anytime. Go to the Payroll Office to complete a new form W-4.
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| Will you mail me a form W-4 to complete and return? | We will but we recommend that you come to the Payroll Office to complete one because often the form is not completed correctly and has to be returned to the employee. When this happens, it takes longer for the adjustment in taxes to happen.
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| When can I change my contributions to my 401(k), 403(b) or 457 plan(s)? | You may change the amount of your contributions whenever you wish.
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| Can I change the distribution of my 401(k), 403(b) or 457 plan contributions in the Payroll Office? | No, you can only change the amount of your total contribution. Changes in fund distribution must be made directly with your annuity company.
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| How can I get a duplicate form W-2? | Call the Payroll Office and request a duplicate. One will be produced and you can pick it up there or it will be mailed to the address on the form if you request it.
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| How do I start (or end) a voluntary payroll deduction? | Complete a form, available on the website or in the Payroll Office, and send it to Payroll. The deduction will begin (or end) on the first payroll (that has not been completed) after receipt of the form.
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| How can I find out which weeks are being paid to hourly employees on a specific payroll? | A payroll schedule, available on the website or in the Payroll Office, lists deadlines for payroll and weeks paid to hourly employees.
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| Why are hourly employees not paid up-to-date? | Payrolls are begun approximately 1½ weeks prior to the check disbursement date. Current hourly timesheet information is not available when that payroll is being processed. Therefore, those weeks are paid on the following payroll, creating a “time lag” payment schedule.
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| Does CCU “hold” the first paycheck for hourly employees? | No. Upon separation from employment, an hourly employee does receive the final check approximately two weeks after his last day worked. This is due to the time lag schedule explained above.
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| As a permanent employee, are the leave balances on my paycheck stubs and timesheets current? | No. The hourly pay time lag schedule applies to leave balances reported on timesheets and paycheck stubs for permanent employees. Used leave reported on timesheets and leave reports are not received in time to be entered and reported up-to-date.
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| Who can I pay on a DP form? | You can request honoraria (explained in the Accounts Payable section) and miscellaneous payments to individuals on the DP form. Miscellaneous payments are for very short-term (less than 80 hours in a 6 month period) temporary employment or for one-time payments. No CCU employee can be paid on a DP. No employee of another state agency can be paid on a DP. No groups, companies, businesses, etc. can be paid on a DP.
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| If I am a 9-month employee, when can I change to a 12-month pay schedule? | You can change your pay status prior to August 1st each summer. Your 12-month pay plan will begin on August 31st with your 24th check paid on August 15th of the following year. That cycle will continue unless we receive written notification that you wish to change back to a 9-month pay plan.
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| Are pay plans other than 9 months or 12 months available if I am on a 10, 10.5 or 11 month basis? | No, there are only two plans available, paid over 9 months or paid over 12 months.
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| Where do I get reimbursed if I lose money in a vending machine? | You can get your money back from the following locations:
• Payroll Office SNGL 113
• Bonnie Neal EHFA 201
• Pat Porpiglia Residence Life 129
• Joyce Flowers Wall 124A
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