Financial Services

Please be reminded of the following for our fiscal year end:

• INVOICES:
  • Please approve invoices for FY23 and have them to the Financial Services office now located at 1025 E South River by Friday, July 14
    • Any invoice received in our office after July 14 , will be entered into FY24.  If you are expecting an invoice that needs to be posted to FY23, but have not received it by the deadline of July 14, 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 FY23 or FY24. 
      • Generally, invoices should be recorded in the fiscal year for which the delivery of the product or service performed relates.
        • For example, if an invoice is dated June 25, 2023 but is for services that will be provided after July 1, the invoice should be posted to FY24.
        • Conversely, if the invoice has a date of July 5, 2023 but was for services provided on or prior to June 30, that invoice should be posted to FY23. 
      • If there has been a consistent alternate posting method for a routine vendor invoice, please make note of this on the invoice.
• CERTIFY reporting of LU CHASE PURCHASING CARD:
  • All FY23 expense reports should be created, reviewed and approved NO LATER than July 14.
    • 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 FY23 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 2023 date in CERTIFY due to the banking industry processes. 
    • If there is a July posted transaction that should be in FY23, 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 Kay Guilette X7205 or Amy Friedel X7164 with any questions.

Wisconsin has issued new sales tax exempt #s to organizations that are eligible for sales tax free purchases in the state. The new number for Lawrence University is CES 008-1020122472-11.

Lawrence University Credit Card Holders– Currently the old sales tax exempt # CES5570 is embossed on the Lawrence University JP Morgan credit cards. At this time, there is no plan to automatically replace cards until the expiration date of 03/24. If you would like a sticker with the new # CES 008-1020122472-11 to put on your University credit card, please contact your building administrative assistant or contact Kay Guilette at X7205. Cards for new credit card holders or replacement cards will have the new CES# embossed on them.

WI Sales Tax Exempt Form S-211– The new form for Lawrence University can be found on the Accounts Payable Forms page.

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

The Finance Town Hall was held on Tuesday afternoon.  Thanks to the many colleagues who attended and contributed to a lively discussion.  For anyone unable to participate in the live Zoom call, a recording of the meeting can be found here.

Feel free to send any follow up or subsequent questions to Mary Alma.

If you have a dependent applying to start college for the 2022-23 academic year, this message is for you! 

If you will be applying to any (or all!) of the tuition benefit programs Lawrence offers to dependents of employees, now is the time to start the tuition benefit application process.  Please see information about LU Tuition Remission, ACM Tuition Remission, and the National Tuition Exchange on the LU Financial Aid office’s website (https://www.lawrence.edu/info/offices/financial-aid/tuition_benefits).  We strongly recommend new tuition benefit applications be submitted by December 1. 

If you have a dependent attending college on either the ACM Tuition Remission or National Tuition Exchange programs for 2021-22 who will be a continuing student next year, the LU Financial Aid office will be in contact with you directly in December regarding the process to recertify the benefit for 2022-23. 

Please email Laura.B.Zuege@Lawrence.edu or Financial.Aid@Lawrence.edu if you have questions. 

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

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 16^th (scan and email is acceptable!)
    • Any invoice received after July 16^th , 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 25^th, 2021 but is for services that will be provided after July 1^st, the invoice should be posted to FY22. Conversely, if the invoice has a date of July 5^th, 2021 but was for services provided prior to June 30^th, 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.

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 16^th
    • Any invoice received in our office after July 16^th , 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 25^th, 2021 but is for services that will be provided after July 1^st, the invoice should be posted to FY22. Conversely, if the invoice has a date of July 5^th, 2021 but was for services provided prior to June 30^th, 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.