Dollars and Sense, Controller's Office Newsletter

 

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.

  1. Local Services Tax (LST): Filing Exemption When You Have No Earned Income from Previous Year

  2. To apply for exemption from the Local Services Tax (LST), you must complete an application for Exemption from LST and present the completed form and supporting documentation to both the College and to the Township of Lower Merion. 

    http://www.brynmawr.edu/controller/forms_schedules.shtml

  3. If you did not have earned income within the Lower Merion Township in the prior year and are unable to provide the supporting documentation, such as a last pay stub or Form W-2, you will need to contact one of the following staff members for a letter verifying that your earned income at the College will be less than $12,000.00 for the current calendar year:

  4. Faculty Contact: Beth Shepard-Rabadam, Provost’s Office

    Staff Contact: Joe Bucci, Human Resources

    Student Contact: Lisa Zernicke, Conferences and Events/SEO

    Biweekly Staff and Student Employees: 5 Most Common Mistakes That Lead To An Unprocessed Time Sheet
    Here are a few easy steps to follow to avoid an unprocessed time sheet.

  5. 1. If you are submitting a time sheet for a new job, verify your employment with Human Resources or Student Employment. These offices will be able to tell you if the job has been set up in Virtual Bryn Mawr. Students, please keep in mind that all student jobs are terminated at the end of the academic year and at the end of the summer. Even if you are working for the same department, a new authorization must be completed.
  7. 2. Make sure you use the correct 16-digit account number. This information can be obtained by your supervisor.

  8. 3. Keep your pay schedule handy and make sure you use the correct pay period ending date.
  2. 4. If you have multiple jobs, keep careful track of your hours and don’t submit the same hours worked for two or more departments. College policy does not allow employees to be paid twice for the same hours worked.

  3. 5. Do not submit a hand written time sheet, you must complete the Excel formatted time sheet. Both staff and student time sheets are available online at http://www.brynmawr.edu/controller/forms_schedules.shtml


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).