Interim Operating Information and Procedures

• Marquis Hall office is closed
• Will accept incoming mail deliveries from campus mail only – Exceptions should be arranged in advance (finance@lafayette.edu)
• Will be monitoring voicemail and email during normal College business hours.

• Payments of an urgent matter as well as employee travel and expense reimbursements will continue to be processed for payment.
• Hard copy documentation should be sent via interoffice mail attention “Accounts Payable, 030 Marquis Hall.” Please do not hand deliver.  All relevant approvals should be obtained prior to sending.
• If working remotely, we will accept electronic payment requests only from recognized budget managers. We suggest that requestors send a completed payment authorization form with scanned backup (pdf, cell phone image, etc.) to the budget manager (approver).  The approver should forward the documentation to accountspayable@lafayette.edu indicating their approval to pay.
• For outgoing wires, please follow the electronic payment request process as described in the above. Please clearly include “WIRE REQUEST” in the subject line of your email.  Tentatively we have scheduled wires to be processed on Thursdays for items received before noon.
• There will be no check pickup. All payments will be mailed out through USPS or interoffice mail.
• Remember to add Activity Code “135” to the account number for COVID-19 related expenses.
• If you need assistance or need to make other special arrangements, please reach out to accountspayable@lafayette.edu .

• The cashiering window is closed. Please email finance@lafayette.edu to make special arrangements for deposits and other cashiering transactions.
• For outgoing wires, please follow the electronic payment request process as described in the Accounts Payable section. Please clearly include “WIRE REQUEST” in the subject line of your email.  Tentatively we have scheduled wires to be processed on Thursdays for items received before noon.

• Send general accounting inquiries (such as fund balances, new fund requests, etc.) to finance@lafayette.edu.
• Processes such as transferofcharges@lafayette.edu continue to be processed as usual.

• Current pay dates will remain the same.
  • Bi-Weekly Pay Schedule
  • Student Work-Study Pay Schedule (Fall 2023)
  • Student Work-Study Pay Schedule (Spring 2024)
  • Monthly are paid on the 25^th of every month, or prior business day if this falls on a weekend or holiday
• Employees should continue to use Banner Self-Service to record hours. Supervisors should approve timesheets as per normal schedules.  Payroll will monitor unapproved timesheets during this event to make sure hourly staff are properly paid.
• Paychecks for employees not utilizing direct deposit will be mailed to the address on the check.
• Please consider signing up for direct deposit if you are currently receiving paper checks. No paper forms are required.  Complete the enrollment through Banner Self-Service.
• Personnel Action Forms should be routed electronically via email using the same routing as paper processes. Human Resources and Payroll will only accept Personnel Action Forms routed through employees’ supervisors.
• If you need assistance, please reach out to payroll@lafayette.edu

• Electronic requisitioning is up and running. Quotes referenced in requisitions must be emailed to curtop@lafayette.edu, and the email address of vendor must be provided.
• Continue to procure goods and services as per normal operating procedures, and see suggested cost savings ideas.
• The ordering department is responsible, whether via requisition or p-card, to be sure they have made suitable arrangements to accept delivery of any items ordered, and made delivery requirements clear with the vendor.  Please be sure also to contact vendors about items previously ordered to make appropriate delivery arrangements.
• Procurement cardholders should hold monthly statements until we return to campus.
• If you need assistance, please reach out to procurement@lafayette.edu

P-cards

• Monthly P-Card reconciliations with receipts and supervisor’s approval should be scanned and emailed to accountspayable@lafayette.edu.  Each cardholder is responsible for submitting a timely reconciliation of their P-Card activity.
• Account administration/management, such as ongoing review of charges and account adjustments can be made remotely, at any time,  using JPMC SmartData online   http://smartdata.jpmorgan.com
• To add activity code 135 to p-card accounts: When reconciling p-card account charges online at Smartdata, the  Activity Code 135 for COVID19 related expenses can be added to the account number.  When reconciling and reviewing,  In the “Accounting Codes Information”  section, place “135” in the box named “Project Number”, which is found to the far right of the “Fund-Organization-Account-Program” boxes.

• Statement closing date remains the 26th of each month.  Any account charges not changed by the 3rd of the following month will be billed to the default account established at card account set up.
• JPMC Smart data website  http://smartdata.jpmorgan.com is available online to upload receipts remotely if a cardholder has that capability.
• Any other card account administration concerns such as lost cards, declines, web access, suspected fraud, etc. please call JPMC Card Customer Service, available 24/7/365 at  1-800-316-6056 in US, outside of US at 1-847-488-3748.
• If JPMC Customer Service cannot assist, contact procurement@lafayette.edu with questions.

 Ordering during remote work

• Although orders can be placed via requisition or p-card during this remote working environment, consideration should be given to 1.  if/when the items are needed on the campus, and 2. if needed, the delivery date specified and receiving arrangements needed for the items being ordered.  If possible,  placing orders should be postponed and/or deliveries should be delayed until the campus is re-opened.
• The ordering department is responsible, whether the order is placed via requisition or p-card,  for making suitable arrangements to be able to receive/accept delivery of any items ordered and making the dept’s delivery requirements clear with the vendor.
• Departments should also evaluate any orders that have already been placed, and be sure to contact vendors about items previously ordered to make appropriate delivery arrangements or delaying shipments until the campus re-opens.

• Student accounts is working remotely. If you need assistance, please reach out to studentaccounts@lafayette.edu.