LAGCC - Business Office Frequently Asked Questions

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Business Office
Location
31-10 Thomson Ave - E413
Long Island City, NY 11101

Phone/Fax
718.482.5509 / 718.482.5532

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Frequently Asked
Questions

Accounting (Financial Management & Reporting)

HOW CAN I APPOINT SOMEONE ON NON-TAX LEVY PAYROLL?
Human Resources will provide paperwork to fill out based on which entity you work for.

WHICH CONTRACT SHOULD I USE?
There are only two Contracts that we should be using. The Performance Service Agreements Contract ( Foundation or Other Entities) is typically used to hire individuals or artistic companies that will give a performance such as music, dance, DJs, comedy, speech, etc.
Independent Contract Agreement is typically used with consultants and other contractors who will perform a service for the college.
All contracts must be reviewed by Accounting prior to submission for Executive Director of Finance and Business approval. Furthermore, all contracts must be fully executed (signed by the vendor, first, then Thomas Hladek) prior to services being rendered.
Please cease any further use of Memorandum of Agreements and any documentation that has the old LaGuardia apple logo. These forms will no longer be accepted. Please contact Accounting for the most recently updated, acceptable contract templates.

I AM ALREADY WORKING IN THE COLLEGE AND I GOT APPOINTED TO ANOTHER POSITION. DO I HAVE TO DO E-VERIFICATION?
If you are newly appointed to a Tax Levy and /or Non-Tax Levy entity, yes, you must get e-verified prior to your start date.

Accounts Payable

HOW DO I ENTER RECEIPTS FOR QUANITY AND BLANKET ORDERS?
In order to receipt items please see link below:
Accounts Payable Training Powerpoint

I ENTERED MY RECEIPTS. WHY AM I STILL GETTING A MESSAGE FROM CUNYfirst TO ENTER RECEIPTS?
If you encountering multiple emails from CUNYfirst, please contact the Accounts Payable Department (x5723) for further instructions.

WHY DO MY ITEMS REQUIRE INSPECTION?
Inspection is required for Information Technology, Furniture, and Hazardous Materials. This must be done prior to Accounts payable processing a voucher. Delays in the Inspections process will hold up payment to the vendor.

I WILL BE ATTENDING A CONFERENCE. WHAT DO I NEED TO DO IN ORDER TO GET REIMBURSED?
1. Complete a Security Access form. Please see link below:
Travel & Expense Security Access Form
2. Complete and Submit W-9 to Accounts Payable Department (E-413). Please see link below:
Vendor Registration / W-9 Form
A travel Authorization form should be entered in CUNYfirst 30 days prior to travel. immediately upon return, submit an expense report into CUNYfirst with all of the supporting Documentations. See link below for instructions and listing of supporting documentations:
Expense Report

WHY DID I RECEIVE LESS THAN WHAT I EXPECTED ON THE TRAVEL AUTHORIZATION OR EXPENSE REPORT?
Based on City Regulations, some expenses are disallowed. Please refer to the Directive 6 manual for further information. You can click on the Directive 6 manual below for your convenience.

Budget

WHAT IS MEANT BY PS AND OTPS?
PS - Personnel Services which includes wages, salary, fringe benefits, etc.
OTPS - Other than Personnel Services which includes supplies, equipment, travel, printing, etc.

WHAT IS THE DIFFERENCE BETWEEN 'BUDGET ACCOUNT' & 'EXPENSE ACCOUNT'?
'Budget Account' also known as the parent - 8xxxx - this account shows how much available funds you have to spend in a specific category, for example 80061 - Supplies. Budget Modification are done between Budget Accounts ONLY.
'Expense Account' also known as the child - 5xxxx - this account shows the money spent from the parent budget account and specifies the types of items that were purchased, for example 51001-Office Supplies, 51005-Catering (both have a parent budget account of 80061). The expense account will only appear on the OTPS Budget report after a requisition has passed budget check.
A Budget Account (parent) can have several Expense Accounts (Children) associated with it.

MY REQUISITION IS IN BUDGET ERROR. WHAT DOES THIS MEAN?
It means the requisition did not pass budget check and Purchasing cannot create a purchase order. Either there is insufficient available Budget in the CUNYfirst Budget (parent) account OR the CUNYfirst chartfields on the requisition are incorrect OR the category code entered is incorrect.

WHAT SHOULD I DO WHEN THERE IS A BUDGET ERROR?
Run the OTPS Budget report (CU_BUD_OVR_OTPSEXP_DEPT) in CUNYfirst to check if there are funds available in the 'Balance Available' column.

WHAT DOES "BUDGET LINE-OUT" MEAN?
If asked by the Budget Office to submit a budget line-out, we want you to categorize how you expect to spend the money.
Example: If you receive an allocation of $50,000 and we ask you to give us a budget line-out, you might send something like this:

BUDGET ACCOUNT	DESCRIPTION	AMOUNT
80061	Supplies	$20,000
80061	Catering	$10,000
80068	Equipment	$15,000
80068	Travel	$5,000
	TOTAL	$50,000

HOW DO I KNOW HOW MUCH HAS BEEN PAID TO AN EMPLOYEE? WHERE DO I FIND THAT INFORMATION?
Persons who are authorized to view the month end Financial Report Statements can find this information under the Y-T-D (Year-To-Date) Actual column.

WHAT'S THE DIFFERENCE BETWEEN ANNULA SALARY AND CASH NEEDS?
The annual salary is the salary number on the offer letter from Human Resources. The "Cash need" is calculated based on the number of days an employee will be working during the fiscal year (July to June) plus any collective bargaining contractual increase (union increase).

HOW DO I CALCULATE THE CASH NEEDS FOR AN EMPLOYEE?
You need to know the annual salary and the number of days to the end of the fiscal year. In the following example, 182- number of days between 1/1/2016 and 06/30/2016 and 366- number of days in the calendar year, January to December.
Example: If the annual salary is $40,000 and an employee is hired on 1/1/2016, the calculation is $40000/366*182=$19,891. The cash needs will be $19,891.

Bursars

WILL TUITION RATES INCREASE FOR THE FALL 2015 SEMESTER?
Effective Fall 2015 CUNY Board of Trustees has declared a tuition increase for all CUNY Colleges.
- What does this mean for you as a LaGuardia Student?
Tuition will increase $15.00 per credit / tuition unit.
If you are a NYC resident and a full-time Matriculated student (12 credits or more), your tuition for the semester will not exceed $2400.00. This does not include any student fees associated with tuition.
If you are a student that receives financial aid, your PELL and TAP awards will be adjusted accordingly to absorb the additional tuition increase.
Please visit our Tuition and Fees page for a Full time of Tuition Rates and Student Fees.

HOW CAN I SETTLE MY BILL?
Settling your bill can be done in one or more of the following ways:
A. By Covering tuition and fees with financial aid. Financial Aid are estimated values until payment is received by college.
B. Effective March 13,2016, you will no longer be able to use a credit or debit card to make payments directly to LAGCC for tuition or fees. As of this date, only cash, check, or money order will be accepted for payment at the Bursar’s Office, C Building Room 110.
C. By using interest-free monthly payment plan. NOTE: Enrollment for NELNET is only $40.00 plus your initial down payment. (Effective Fall 2015) Representatives will no longer be on campus. The Bursar Self-Service Center located in room C-111 will be available for students to sign up for a NELNET tuition payment plan. Bursar staff members will be readily available to assist you. Click here for NELNET website
D. By a Third Party Voucher from your employer or sponsor; obtain a voucher from your employer or sponsor and present it prior to your payment due date. NOTE: This option is applicable only when the college is authorized to directly bill the employer or sponsor. Employee reimbursement plans are not considered third party.

Students who have not made an effort to settle their bills by the due date may have their registration cancelled. In order to ensure class reservations for the semester, try to complete your registration and bill settlement as soon as you can but NO LATER THAN THE CLOSE OF BUSINESS ON THE ASSIGNED DUE DATE.

Be sure to write your CUNYfirst ID number and the semester on the front of your check or money order made payable to "LaGuardia Community College." The Bursar’s office will provide you with a receipt for the amount paid. Do not remit cash through the mail or the drop box located outside the Bursar Office. Students whose checks are returned by the bank will be subject to a $20.00 reprocessing fee, and will be required to make all subsequent payments by cash or certified checks.

WHAT HAPPENS IF I FAIL TO SETTLE MY BILL BY THE DUE DATE?
Your registration may be cancelled. A late registration fee ($25) may be charged to re-register. To avoid having your course(s) cancelled, remember to settle your bill by the due date. The Bursar’s Office staff is available to assist you with any questions you have concerning your bill payment.

WHAT HAPPENS IF I JOINED NELNET AND MY FINANCIAL AID IS APPROVED AFTERWARDS?
Once your financial aid is approved by the college and the financial aid awards are sufficient to pay the rest of your tuition balance, you may contact NELNET or Bursar to cancel your plan. There is no penalty.

WHAT IF I CANNOT PAY MY ENTIRE BALANCE?
The City University of New York has contracted with an outside agency, NELNET, to administer a tuition payment plan to students.
There is only a $40.00 enrollment fee plus your initial down payment. By applying early, payments can be spread over five months beginning in July for the Fall Semester and beginning in December for the Spring semester.
During regular registration, Bursar representatives at the self service center (C-111) will be ready to assist you with questions regarding the payment plan.

WHERE DO I FILE FOR A REFUND?
Refunds are processed automatically by CUNY on a weekly basis. This does not include regular Title IV (PELL) disbursements.

HOW CAN I SETTLE MY BILL WITH A THIRD PARTY VOUCHER?
To settle your bill by this method, obtain a voucher from your employer or sponsor and present it at the time of bill payment. Third party vouchers are applicable only when the college is authorized to directly bill the company. Employee reimbursement plans are not considered third party.

WHERE IS THE BURSAR'S OFFICE LOCATED?
The Bursar's Office is located in the C Building, room C-110.

WHERE IS THE FINANCIAL AID OFFICE?
Student Financial Services is located in room C-107.

Purchasing - Procurement

Purchasing - Questions and Answers on eProcurement in CUNYfirst

HOW DO I LOGIN TO CUNYFIRST (WHERE I CAN ACCESS EPROCUREMENT)?
Launch Internet Explorer / Firefox / Safari on your computer screen and type the following address: home.cunyfirst.cuny.edu. Then login with your CUNYfirst Employee ID and password. Select Financials Supply Chain and then select eProcurement.

WHAT DO I DO IF I FORGET MY PASSWORD?
Click on the link that says "Forgot my Password?" enter your User ID or Empl ID and then answer the series of questions.

I WOULD LIKE TO ADD ANOTHER REQUESTER / APPROVER TO MY DEPARTMENT...WHAT DO I NEED TO DO?
You will need to fill out a User Access Request form
WHAT ARE THE ENTERPRISE LEARNING MANAGEMENT TUTORIALS?