Author: Amy Price

Accounts Payable – updated ELECTRONIC submission process beginning September 7

The Financial Services office wants to update campus on its procedures for submitting invoices and disbursement requests to Accounts Payable. These processes were initially updated at the start of the pandemic to include an electronic option. Now that operations are returning to normal, a revised electronic process will be available on a permanent basis. For those who wish to revert to submitting paper copies of invoices and forms, that option continues to be available.  Please read the full updated processes available for submitting an invoice or disbursement request on the Lawrence University Accounts Payable webpage link below. 

For questions, please contact Brandie Jewett X6542

https://www.lawrence.edu/info/offices/financial_services/accounts_payable

FINAL REMINDER – Finance year- end deadline is Friday, July 16 for invoice and CERTIFY processing

In order for Finance to process the June 30 year end accurately, please be reminded of the following:

  • INVOICES:
    • Please approve invoices for FY21and forward them to the Financial Services office by Friday, July 16th (scan and email is acceptable!)
      • Any invoice received after July 16th , will be entered into FY22.  If you are expecting an invoice that needs to be posted to FY21, but have not received it by the deadline of July 16, please contact Financial Services to work out a solution.
      • For invoices being processed near June 30, please clearly identify which fiscal year the invoice relates to as FY21 or FY22. 
        • Generally, invoices should be recorded in the fiscal year for which the delivery of the product or service relates. For example, if an invoice is dated June 25th, 2021 but is for services that will be provided after July 1st, the invoice should be posted to FY22. Conversely, if the invoice has a date of July 5th, 2021 but was for services provided prior to June 30th, that invoice should be posted to FY21. 
        • If there has been a consistent alternate posting method for a routine vendor invoice, please make note of this on the invoice.
  • LU CHASE PURCHASING CARD:
    • All FY21 expense reports should be created, reviewed and approved NO LATER than July 16.
      • If you are contacted by Financial Services regarding late reports, PLEASE comply with their requests to complete your outstanding CERTIFY reports for compliance with our annual outside audit. 
    • If any down payments for product or services were made on an LU credit card, please contact Financial Services for proper coding.
    • CAUTION:  In CERTIFY, please review credit card purchases made near June 30 and only include purchases that should be entered into FY21 on your final June 15-June 30 expense report.  There may be transactions that were purchased prior to June 30; however, they may be posted with a July 2021 date in CERTIFY due to the banking industry processes.  If there is a July posted transaction that should be in FY21, you may include that transaction on your final June CERTIFY report.  You will have to modify your report date range to June 15- July 1 or as applicable. 
  • Please contact Brandie Jewett X6542, Kay Guilette (credit cards) X7205 or Amy Price X7164 with any questions.

FINANCE Fiscal Year 21 DEADLINE-July 16

The end of our FISCAL YEAR JUNE 30, 2021 has arrived! Please be reminded of the following :

  • INVOICES:
    • Please approve invoices for FY21and have them to the Financial Services office by Friday, July 16th
      • Any invoice received in our office after July 16th , will be entered into FY22.  If you are expecting an invoice that needs to be posted to FY21, but have not received it by the deadline of July 16, please contact Financial Services to work out a solution.
      • For invoices being processed near June 30, please clearly identify which fiscal year the invoice relates to as FY21 or FY22. 
        • Generally, invoices should be recorded in the fiscal year for which the delivery of the product or service relates. For example, if an invoice is dated June 25th, 2021 but is for services that will be provided after July 1st, the invoice should be posted to FY22. Conversely, if the invoice has a date of July 5th, 2021 but was for services provided prior to June 30th, that invoice should be posted to FY21. 
        • If there has been a consistent alternate posting method for a routine vendor invoice, please make note of this on the invoice.
  • LU CHASE PURCHASING CARD:
    • All FY21 expense reports should be created, reviewed and approved NO LATER than July 16.
      • If you are contacted by Financial Services regarding late reports, PLEASE comply with their requests to complete your outstanding CERTIFY reports for compliance with our annual outside audit. 
    • If any down payments for product or services were made on an LU credit card, please contact Financial Services for proper coding.
    • CAUTION:  In CERTIFY, please review credit card purchases made near June 30 and only include purchases that should be entered into FY21 on your final June 15-June 30 expense report.  There may be transactions that were purchased prior to June 30; however, they may be posted with a July 2021 date in CERTIFY due to the banking industry processes.  If there is a July posted transaction that should be in FY21, you may include that transaction on your final June CERTIFY report.  You will have to modify your report date range to June 15- July 1 or as applicable. 
  • Please contact Brandie Jewett X6542, Kay Guilette (credit cards) X7205 or Amy Price X7164 with any questions.

FISCAL YEAR END FINANCE DEADLINES

With our FISCAL YEAR END JUNE 30, 2021 (FY21) approaching, please be reminded of the following :

  • INVOICES:
    • Please approve invoices for FY21and have them to the Financial Services office by Friday, July 16th
      • Any invoice received in our office after July 16th , will be entered into FY22.  If you are expecting an invoice that needs to be posted to FY21, but have not received it by the deadline of July 16, please contact Financial Services to work out a solution.
      • For invoices being processed near June 30, please clearly identify which fiscal year the invoice relates to as FY21 or FY22. 
        • Generally, invoices should be recorded in the fiscal year for which the delivery of the product or service relates. For example, if an invoice is dated June 25th, 2021 but is for services that will be provided after July 1st, the invoice should be posted to FY22. Conversely, if the invoice has a date of July 5th, 2021 but was for services provided prior to June 30th, that invoice should be posted to FY21. 
        • If there has been a consistent alternate posting method for a routine vendor invoice, please make note of this on the invoice.
  • LU CHASE PURCHASING CARD:
    • All FY21 expense reports should be created, reviewed and approved NO LATER than July 16.
      • If you are contacted by Financial Services regarding late reports, PLEASE comply with their requests to complete your outstanding CERTIFY reports for compliance with our annual outside audit. 
    • If any down payments for product or services were made on an LU credit card, please contact Financial Services for proper coding.
    • CAUTION:  In CERTIFY, please review credit card purchases made near June 30 and only include purchases that should be entered into FY21 on your final June 15-June 30 expense report.  There may be transactions that were purchased prior to June 30; however, they may be posted with a July 2021 date in CERTIFY due to the banking industry processes.  If there is a July posted transaction that should be in FY21, you may include that transaction on your final June CERTIFY report.  You will have to modify your report date range to June 15- July 1 or as applicable. 
  • Please contact Brandie Jewett X6542, Kay Guilette (credit cards) X7205 or Amy Price X7164 with any questions.

Invoices and Credit Card **Year-End Reminders**

With our FISCAL YEAR END JUNE 30, 2021 (FY21) approaching, please be reminded of the following :

  • INVOICES:
    • Please approve invoices for FY21and have them to the Financial Services office by Friday, July 16th
      • Any invoice received in our office after July 16th , will be entered into FY22.  If you are expecting an invoice that needs to be posted to FY21, but have not received it by the deadline of July 16, please contact Financial Services to work out a solution.
      • For invoices being processed near June 30, please clearly identify which fiscal year the invoice relates to as FY21 or FY22. 
        • Generally, invoices should be recorded in the fiscal year for which the delivery of the product or service relates. For example, if an invoice is dated June 25th, 2021 but is for services that will be provided after July 1st, the invoice should be posted to FY22. Conversely, if the invoice has a date of July 5th, 2021 but was for services provided prior to June 30th, that invoice should be posted to FY21. 
        • If there has been a consistent alternate posting method for a routine vendor invoice, please make note of this on the invoice.
  • LU CHASE PURCHASING CARD:
    • All FY21 expense reports should be created, reviewed and approved NO LATER than July 16.
      • If you are contacted by Financial Services regarding late reports, PLEASE comply with their requests to complete your outstanding CERTIFY reports for compliance with our annual outside audit. 
    • If any down payments for product or services were made on an LU credit card, please contact Financial Services for proper coding.
    • CAUTION:  In CERTIFY, please review credit card purchases made near June 30 and only include purchases that should be entered into FY21 on your final June 15-June 30 expense report.  There may be transactions that were purchased prior to June 30; however, they may be posted with a July 2021 date in CERTIFY due to the banking industry processes.  If there is a July posted transaction that should be in FY21, you may include that transaction on your final June CERTIFY report.  You will have to modify your report date range to June 15- July 1 or as applicable. 
  • Please contact Brandie Jewett X6542, Kay GuiletteX7205 or Amy Price X7164 with any questions.

CERTIFY – Congratulations!! & Two announcements

Congratulations LU Campus credit card holders! We had nearly 100% of January 1-15, 2021 credit card reports submitted and reviewed last week. Thank you to everyone for taking the time to learn our new system and reaching out for assistance so we could reach this achievement! Let’s keep up the great work!

A 2nd edition of the Lawrence CERTIFY guide with more FAQ is now available on the Financial Services webpage.

Don’t forget to add your direct deposit banking information if you are requesting a cash reimbursement. Your reimbursement request will be delayed until that information is entered under My Account on your CERTIFY Home page.

2021 Credit Card Reports now PAPERLESS and prepared in CERTIFY

Thank you to everyone who has submitted their first 2021 credit card report for the period January 1 – 15, 2021 using our new paperless system CERTIFY. If you still have to submit your report or review other’s reports, please do so by Friday, January 29. If you need more time, please let Financial Services know. We understand that the learning curve is high with a new system and we are more than happy to assist you.

PLEASE NOTE: If you did NOT use your credit card during the period of January 1-15, 2021 you do NOT need to submit a credit card report.

CERTIFY is also our new tool to submit a cash expense reimbursement request. Please remember to set up your ACH banking information in CERTIFY before you send your first reimbursement request. The link below provides a step by step guide to setting up your ACH banking information.

https://help.certify.com/hc/en-us/articles/202557014-Entering-Direct-Deposit-Account-Information-for-Domestic-ACH

TOOLS for YOU!

We encourage everyone to watch the following CERTIFY videos before you attempt to prepare or review your first expense report. The videos are SHORT (3-5 minutes) and very informative.

  • CERTIFY Mobile
  • CERTIFY Wallet
  • CREATING reports
  • APPROVING reports

https://help.certify.com/hc/en-us

We also encourage everyone to read through the Lawrence University CERTIFY Guide for helpful tips and FAQs. The guide can be found on the Financial Services webpage or by using the link below.

https://www.lawrence.edu/info/offices/financial_services

For your convenience you can access CERTIFY through VOYAGER under the EMPLOYEE SERVICES tab. This method will log you in to CERTIFY with your LU credentials.

CERTIFY replaces COMDATA credit card reports and cash reimbursements starting January 1, 2021!

Financial Services is excited to welcome 2021 with a new paperless credit card expense report process for employees who are Lawrence purchasing card holders AND a new paperless cash expense report process for employees who request a mileage or other cash reimbursement.  Both of these new processes will now be handled through a program called CERTIFY!

If you have been using your Lawrence credit card in 2021 you probably have already seen emails from CERTIFY landing in your inbox letting you know you have transactions in your CERTIFY WALLET! This means your CERTIFY account is linked to your Lawrence credit card and already functioning for you!

All employees should have received a Pre-Welcome Email on December 10 from Mary Alma Noonan, VP for Finance and Administration, and an Official Welcome Email from CERTIFY (accounts@certify.com) on December 16, 2020.  Please check your junk/spam folder if you did not receive either of these emails and if you do not find either of them in your junk/spam folder, please reach out to Amy Price (amy.price@lawrence.edu) for the email(s) to be resent. 

Please click on the link in the Welcome Email from December 16 which will use your Lawrence credentials to log you into the website.  Once you are logged in, please bookmark the link for future use.  Also, if you have not done so already, please follow the steps to set up your account.

Be sure to check out the CERTIFY website and the recommended videos at your earliest convenience. 

  • CERTIFY Mobile
  • CERTIFY Wallet
  • CREATING reports
  • APPROVING reports

https://help.certify.com/hc/en-us

PLEASE NOTE: For those staff and faculty who are used to having administrative help with their credit card and expense reports, don’t panick. CERTIFY allows for others to act as DELEGATES for you so a level of assistance can still be provided to those who need the extra help. On Friday, January 15, those administrative staff will be attending a CERTIFY Power User orientation session with the Financial Services group to assist them with this DELEGATE feature.

The Lawrence CERTIFY guide with tips you will need to get started on your own will be sent early next week to assist with the first reporting period of January 1-15, 2021. 

NOTE:  We encourage all credit card holders to get all of your outstanding 2020 expenses submitted by January 15, 2021 prior to using CERTIFY for the first time. 

CERTIFY – Now Live! January 1, 2021

Happy New Year! 

Financial Services is excited to welcome 2021 with a new paperless credit card expense report process for employees who are Lawrence purchasing card holders AND a new paperless cash expense report process for employees who request a mileage or other cash reimbursement.  Both of these new processes will now be handled through a program called CERTIFY!

If you have been using your Lawrence credit card in 2021 you probably have already seen emails from CERTIFY landing in your inbox letting you know you have transactions in your CERTIFY WALLET! This means your CERTIFY account is linked to your Lawrence credit card and already functioning for you!

All employees should have received a Pre-Welcome Email on December 10 from Mary Alma Noonan, VP for Finance and Administration, and an Official Welcome Email from CERTIFY (accounts@certify.com) on December 16, 2020.  Please check your junk/spam folder if you did not receive either of these emails and if you do not find either of them in your junk/spam folder, please reach out to Amy Price (amy.price@lawrence.edu) for the email(s) to be resent. 

Please click on the link in the Welcome Email from December 16 which will use your Lawrence credentials to log you into the website.  Once you are logged in, please bookmark the link for future use.  Also, if you have not done so already, please follow the steps to set up your account.

Be sure to check out the CERTIFY website and the recommended videos at your earliest convenience. 

  • CERTIFY Mobile
  • CERTIFY Wallet
  • CREATING reports
  • APPROVING reports

https://help.certify.com/hc/en-us

PLEASE NOTE: For those staff and faculty who are used to having administrative help with their credit card and expense reports, don’t panick. CERTIFY allows for others to act as DELEGATES for you so a level of assistance can still be provided to those who need the extra help. On Friday, January 15, those administrative staff will be attending a CERTIFY Power User orientation session with the Financial Services group to assist them with this DELEGATE feature.

The Lawrence CERTIFY guide with tips you will need to get started on your own will be sent by mid January to assist with the first reporting period of January 1-15, 2021. 

NOTE:  We encourage all credit card holders to get all of your outstanding 2020 expenses submitted by January 15, 2021 prior to using CERTIFY for the first time. 

Welcome to CERTIFY EXPENSE launching in January 2021!

CERTIFY is Lawrence’s new paperless credit card expense report processing software

  • For Employees who are Lawrence purchasing card holders

AND

CERTIFY is Lawrence’s new paperless cash expense report processing software

  • For Employees who request a mileage or other cash reimbursement

All employees should have received a Welcome Email from CERTIFY (accounts@certify.com) on Wednesday, December 16, 2020.  Please check your junk/spam folder if you did not see it.  If you have not done so already, please click on the link in the Welcome Email to set up your user account before the new year! 

An email from Mary Alma Noonan, VP for Finance and Administration, was sent last week on Thursday, December 10 introducing this exciting new tool!  If you did not get the email, please let Amy Price (amy.price@lawrence.edu) know and she will resend it to you. 

Be sure to check out the CERTIFY website and the recommended videos at your earliest convenience. 

  • CERTIFY Mobile
  • CERTIFY Wallet
  • CREATING reports
  • APPROVING reports

https://help.certify.com/hc/en-us

The Lawrence CERTIFY guide with all the tips and FAQs you will need to get started will be sent in early January 2021. 

NOTE:  We encourage all credit cardholders to get their 2020 expenses submitted before break if possible!  Let us welcome in the NEW process and be done with the OLD process in 2021!