Controller’s Office Web Site: Refreshed and With a New Address
Check us out on the web at www.brynmawr.edu/controller and update your bookmarks. Looking for something and can’t find it online, let us know.
Direct Deposit Authorizations
The Payroll Office will begin pre-noting (testing) any direct deposit authorization that is submitted without a voided check or other back up verifying the account and routing numbers. Please be aware that it may take up to two pay cycles for your direct deposit to take effect.
Recycling
The Controller’s Office has what seems a never ending supply of inter-office mail envelopes and paper clips. You can stop by any time Monday-Friday 9 am until 5 pm and grab a supply.
New Jersey Residents: Information about State Tax Withholding
Did you know that as a resident of NJ, you can opt to have New Jersey state tax deducted instead of Pennsylvania state tax? If you would like to take advantage of this, you will need to complete a NJ W4 and a PA exemption certificate. These forms can be obtained online at http://www.state.nj.us/treasury/taxation/pdf/other_forms/git-er/njw4.pdf and http://www.revenue.state.pa.us/revenue/lib/revenue/rev-420.pdf. You must submit both forms together. We are unable to refund taxes deducted from prior paychecks.
Please feel free to contact Lee Brown (x5267) or Christine Eigenbrot (x5252) in the Payroll Office if you are experiencing any difficulty in completing the electronic biweekly staff time sheet on your computer. Also, it is recommended that you keep copies of your time sheets for your records.
What Can Supervisors Do to Avoid Returned Staff and Student Time Sheets?
Most supervisors leave it to their employees to be responsible for their time sheet. However, there are a few things that you too can do to avoid nonpayment or delay in payment of an employee.
1. Make sure your employee is properly authorized with Human Resources or Student Employment for the pay period in which they are submitting a time sheet.
2. Make sure that the time sheet has the proper pay period end date and 16-digit budget number(s).
3. Be sure that each day recorded has a time in and out, being especially careful that the AM/PM has been recorded correctly
4. Do not sign a hand written time sheet. Remind your employee to use the excel format.
If you have questions or concerns about a time sheet, contact the Payroll Office for assistance.
Required Documentation for Reimbursement Requests from Accounts Payable
This is a reminder for all College employees and students regarding reimbursement requests for expenses incurred on the College’s behalf. Based on IRS regulations and current College policy, when requesting reimbursement for an expense, an itemized receipt AND proof of payment is required. Receipts are considered “itemized” if they contain all of the following elements: vendor name, date, detail of item(s) or service(s) purchased and cost. Proof of payment is often shown on the itemized receipt however if there is no proof of payment on the itemized receipt a proof of payment must be submitted in addition to the itemized receipt.
Please be aware that if the expense was paid by a personal credit card, the summary receipt which just lists the total charged to the card and the cardholder’s signature is not considered complete documentation, as it does not give a detailed list of the item(s) purchased. This type of receipt can be submitted as proof of payment however an itemized receipt is still required.
To see the College’s entire current travel policy please click on the following link: Travel expense policy (updated Sept 2009).
If you have any questions regarding required documentation for Accounts Payable reimbursement requests please email or call Mary Ellen Gardner (ext 5258) or Julie Zona (ext 5257).