Business Office
Andy Thompson, Vice President of Business, Phone
Maria Albers, Office Manager, Phone
Colleen Sitting Bear, Grants/Contracts Compliance Officer, Phone
Holly Provost, Payroll Officer, Phone
Tiffany LaMont, Accounting Clerk, Phone
Desirae Charging Crow, Accounts Payable, Phone
Tiffiny Tibbitts, Accounts Payable, Phone
Lorilei Janis, File Secretary, Phone
Stevanna Charging Eagle, Student Accounts, Phone
Kathy Montes, Student Accounts, Phone
Welcome
The attached are a number of procedures for the business office.
We also would like to let you know that all requests for checks through accounts payable must be in the business office before noon on Wednesday each week
with all the required signatures unless a memo informs you of an exception due to a holiday.
If the request is in the business office before the deadline, it will be ready for pick up on Friday.
Please check with your division head for the time they need to receive the paper work so that they can get it signed and to the business office before noon on Wednesdays.
For example, it may need to be turned into the Dr. Gerry’s office by 5pm on Tuesday so he can review it, then pass it off to the Presidents office so it can be reviewed and
be in the Business Office by the NOON deadline. Please do not expect it to reach a noon deadline when it arrives after 11am and still needs one or more signatures.
Forms issued by the business office are updated from time to time. Please destroy all old forms you may find. Be sure your forms are current.
Business Office Staff
August 2005
Standard Procedures for Student Field Trips – Travel
The faculty member in charge will submit a payment requisition voucher indicating the number of students, what meals, if any, and fees/cost associated with the trip.
An advance will be made to the faculty for these costs. The faculty will be responsible for paying the cost incurred by the students in association with the trip and
bringing receipts back for all expenditures. The advances for meals will be based on $3.00 for breakfast, $5.oo for lunch, and $7.00 for supper.
If the expenditures exceed the advance, the faculty member will be reimbursed. If the expenditures are less than the advance, the faculty member will return the
balance along with the receipts to the business office within 12 days upon returning.
Faculty/staff going on the trip should submit travel authorization in the same manner as they would for any other trip. Do NOT combine student expenditures with
faculty/staff expenditures.
The payment requisition voucher will need to be submitted at least two weeks prior to the trip.
Updated July 18, 2002
Standard Procedures for Consultant Form
Attach this form, to use for consultants
Fill in the top section, and the funding source and account code in the bottom paragraph. Then get the required signatures for approval. Once the form is signed,
the person who is being appointed signs and fills in the very bottom section. The appointee should return the original form to the supervisor designated. Once the
form has been signed and return, the appointee can perform the duties appointed. This form MUST be filled out and signed BEFORE any duties are performed.
The designated supervisor will initiate payment for the appointee by filling out a payment requisition voucher form and attaching a copy of the consultant form and
consultation summary report. If several payments are to be made, the consultation summary report should be attached to the payment requisition voucher for the
final payment. A payment requisition voucher is to be filled out by the designated supervisor for each payment with a copy of the consultant form attached.
When an employee is the consultant, the form must be in the payroll office before 4:30 on Monday of payroll week for payment.
Issued May 18, 1998
Updated July 18, 2002
Preview of Merchandise
There is no preview of merchandise allowed. Any person found receiving a product for preview will be personally responsible and have the cost deducted from
their paycheck.
This procedure was put in place because items have been brought in to preview and not returned before the end of the preview period.
Complimentary (Free) textbooks sent by publishers for preview are the only exception.
Thank you for you cooperation in this matter.
Issued May 18, 1998
Updated July 18, 2002
Procedures for Requisition for
Payment or Purchase Orders
We use one form to request a purchase order or to requist payment for items that do not require a purchase order. A purchase order is NOT required for stipends
and monthly bills such as phone and electric bills. However, requisitions with appropriate signatures are still required for payment.
The top left side of the form is for purchase orders and the top right side is for payment. Please mark the correct side of the form.
The purchase requisition/purchase order process is required for all purchases including, but not limited to, supplies, foodstuffs, airline tickets, expendable equipment,
and non-expendable equipment.
On the requisition voucher for a purchase order, fill in the vendor name (who the product is to be purchased from), address, and phone and fax numbers.
Enter the item number, quantity etc. This information will vary depending on the purchase.
You should check with more than one vendor in an attempt to get quality at a low price. Remember to buy Indian; some will match the price of other vendors.
Fill in the account codes and obtain the required signatures. Please indicate the date the purchase order is needed by on the requisition form.
After collecting the data on your purchase from the vendor and collecting the signatures, bring the form to the business office. A purchase order will be issued.
We ask for a two working day turn around from when the requisition gets to the business office till the purchase order is returned to you. But we have and will
continue to process them as soon as possible.
Once you have the PO, you can call the vendor and the vendor is then authorized to ship the product to Piya Wiconi.
Invoices must be sent directly to accounts payable. If invoices are sent to you and you do not deliver them to accounts payable immediately, you become financially
responsible.
Deliveries without a correct purchase order number will be refused.
Requests for payment must include a receipt or invoice, copy of contract, etc. If you are receiving a check to pay for items at the time of pickup, you must bring back
the receipt the next day. Failure to return receipts will result in a payroll deduction and/or you no longer being able to have the checks released to you.
Issued May 15, 1998
Updated July 18, 2002
College Vehicles
Any faculty/staff driving any Oglala Lakota College vehicles must have a valid driver’s license and proof of insurance. When picking up keys for a vehicle from the
President’s Secretary, you are required to show your driver’s license and proof of insurance each time. The other departments that have vehicles are required to
maintain records showing that the drivers of these vehicles have a valid driver’s license and proof of insurance. Only college employees may drive any college vehicles.
The college will continue to supply insurance coverage as always.
Issued September 17, 1997
Updated July 18, 2002
Travel Authorization and Travel Expense Forms for Staff and Faculty
When filling out these forms, you need to include an itinerary of the workshop, seminar, conference, or what it is you will be attending.
The Travel Authorization form is filled out to authorize your travel, and give you an advance payment for travel.
The Travel Authorization form is an estimate of out of pocket travel expenses. Fill out the top with the date you are submitting the form, the account number that the
travel should be charged to, your name as traveler, the department that is being charged, the destination and purpose of travel on the lines provided.
For departure date, indicate the date you are leaving, the hour and am or pm. Indicate the return date, expected hour of return and am or pm. Please, if it is 12:00,
indicate noon or midnight.
For mileage, indicate from & to and if it is a round trip, put RT on this line. Indicate the total mileage and calculate the mileage at 40.5 cents per mile. According to
the Fiscal Management Policy Manual, you “receive mileage for any mileage over and above the round trip to your primary work location during the work week.”
You receive mileage from your primary work location or you home, which ever is shortest. On weekends, the mileage is from the person’s home.
For meals and incidental per diem, you determine the number of quarter you are on travel status. Midnight to 6am is one quarter, 6am to noon is one quarter, noon
to 6pm is one quarter, and 6pm to midnight is one quarter. You must be at least 2 hours into a quarter to count it as a quarter. Place the number of quarters of travel
to the right of the “Meals Per Diem #” the amount per quarter to the right of “@ $”. If a meal is being provided, you subtract 1 quarter for each meal provided.
Continental breakfast is not considered a meal. Per diem rates can be found at:
http://www.gsa.gov/Portal/gsa/ep/programView.do?pageTypeId=8203&ooid=16365&program
Page=%2Fep%2Fprogram%2FgsaDocument.jsp&programId=9705&channelId=-15943
If no rates are given for the specific area you are going to the quarter rate is $7.75.
For lodging cost, put down the expected lodging cost you will be paying where indicated.
Other costs could include registration fees.
Be sure required signatures and dates are on the form and submit to the business office for processing.
Travel advances are made at 90% of estimated expenses.
The Travel Expense Statement is to be filled out after the travel has occurred using the actual times and dates of departure and return. Remember to collect and
attach receipts and summit within 10 days after completion of travel to the business office. No travel advance will be made if you have any outstanding travel
authorization.
The Travel expense Statement form indicates what receipts are needed. Only meal receipts are not needed.
Issued August 27, 1998
Updated July 18, 2002
Updated August 2, 2005
Time Sheets
Time sheets are due in the Payroll office by 4:30 pm Monday afternoon of the pay week.
Supervisors should let employees know of the procedures that they want their staff to follow so the supervisor can get time sheets to the payroll office before
4:30pm on Monday.
You are to fill out the entire time sheet.
If you work in more than one funding area, you must indicate on your time sheet all the account codes for each area and the percent of time, or number of hours,
you worked in each of the funding areas.
If you do not work the 8:30am to 5pm shift, you must indicate on your time sheet when your workday started, when you left for lunch and when you returned from
lunch and when your workday ended.
If you have any questions, please consult your supervisor.
Updated July 18, 2002
Procedures for direct deposit of payroll
Must fill out and return payroll direct deposit authorization form to the payroll office along with a copy of a voided check. Must be turned in by the Monday before
payroll-week, the Monday after payday. This will set up the deposit for the next pay period.
To remove yourself from the direct deposit you must turn into the payroll office the discontinuance of direct deposit form two weeks prior to termination.
Once removed from direct deposit, you cannot sign back up for direct deposit for three months.
Time sheets must be in the payroll office from your supervisor by 4:30 pm per policy or you will have to wait till the next pay period for your paycheck/deposit.
Whether or not you are on direct deposit.
There will be no early check releases on direct deposit.
Updated 7-30-2002
Procedures for completing Semi-Annual and Quarterly Reports.
Semi-Annual Certification forms due date schedule as follows:
Oct thru March Due April
April thru September Due October
These forms are for only those who are paid out of one funding/grant source. Forms just need to be signed dated and indicated which funding source you are being
paid out of and turned into the Office Manager.
Quarterly Activity Reports due date schedule as follows:
Oct thru December Due January
January thru March Due April
April thru June Due July
July thru September Due October
These forms are required for those people who get paid out of more than one funding/grant source. The hours that are tracked on this form are to keep track of the
employees time spent on each grant. Employees may use the provided tool to help track your time or if you prefer to create your own. Forms must have period
indicated, funding source, hours spent and percentage. Turn in forms to the Office Manager.
Keys and Phone Codes
Phone codes and keys needed by staff at the main administrative campus are picked up in the Business Office. Supervisors need to let the business office know
who will need phone codes and keys.
The business office also needs keys back from staff that have keys to rooms they are no longer using so we can pass them on to others. Please also return any keys
that no longer work due to the locks being changed.
Put your request into the business office for phone codes as the need arises. I try to keep several codes ready for release as the need arises.
Issued August 27, 1998
Updated July 18, 2002
Other Procedures
Picking up checks
Checks are only given out to the person the check is made payable to unless:
A request is received (may be faxed to the Office Manager or presented) signed by the person the check is made payable to or you are the
designated person picking up the checks for the district/center.
Phone calls will not serve as authorization.
Bonus or other extra payments
If a bonus is paid or you are receiving an additional payment on a contract, it goes through payroll and must be received on the same deadlines as
time sheets. Social Security taxes must be deducted. On small bonuses, Federal Income tax is not deducted. If, on any other payments, you do not want
to have Federal Income tax deducted, you must give a signed statement stating that to the Payroll Officer on the Monday of the payroll disbursement.
Packages
Please pick up your packages as soon as possible. Bring the notification you receive stating you have a package to pick up when you come to the business
office to pick up your package. If packages are not picked up in a reasonable time, a second notice is sent. We have a very limited amount of room for
holding your packages. We are returning any packages that do not have a PO number on the box at the time the package is delivered. It is possible that some,
especially faculty, may be receiving “Free” or “Free for review books” or other items. Please let us know if you are expecting any free items before the items arrive.
Then we will not return the items to the shipper. A memo to the Office Manager listing the product, what company will be sending the package and who it will be
address to should be included in the memo along with any other pertinent information. Remember, there is no free preview of books or other items allowed.
Updated July 18, 2002
Updated August 2, 2005
Procedures for Changing Matching Amount for Retirement
If you do not have:
an existing policy with TIAA CREFF for the matching retirement, you must go to the benefits office and fill out the necessary paperwork to establish an
account. This must be completed.
If you do have:
an existing policy TIAA CREFF matching retirement plan, you must fill out a retirement worksheet from the benefits office to increase your percent of
match retirement with Oglala Lakota College.
Retirement Worksheet:
Fill in your name, social security number, address, and date of birth (DOB) at the top of the form.
Then list all years of service employed at the Oglala Lakota College. Total the years of service.
Place an X in the box to indicate the years of service/percent you wish to match. You can always mark a smaller amount to match than years of service
but never more.
On the next line write the percent you requested in the box OR write in a dollar amount. The dollar amount must be less than your percent.
Also indicate the pay period you wish it to start. Increase levels will always start the pay period following your anniversary date.
Sign and date the application.
Once your years of service have been verified, the increase will be implemented. It is possible it will be at a later pay period than you requested because
the verification must be completed prior to the Monday of payroll week.
| Business Office Documents |
