New travel voucher form

For those faculty and staff who travel for Brenau business and require reimbursement of expenses paid out of pocket, the travel voucher form has been updated to a PDF form. This form can be completed electronically, complete with electronic signature (just click the signature line and follow the instructions to generate your electronic signature). Please note the form will need to be downloaded and opened with Adobe Acrobat, instead of in your browser, in order for the electronic signature to function correctly. Once the form is completed and electronically signed, it can be emailed along with supporting documentation to your supervisor for approval. Hopefully this new form will improve the speed and efficiency of processing reimbursement requests.

The new form can be found on the ADP site under Resources > Forms Library > Travel Voucher or by downloading this PDF.

Also, please remember that if you submit expenses for reimbursement you now have the option of getting those reimbursements deposited directly into your bank account rather than receiving a paper check. Use the following link to indicate your desire to sign up for direct deposit.

https://forms.gle/T3QxXEMxsJSJo3A56

Your information will be provided to Paymerang, and you will receive an email from them with instructions on how to sign up for direct deposit.

Contact Toby Hinton at ude.uanerb@notniht with any questions.

Receive reimbursements via Direct Deposit

As most of you are already aware, the business office has partnered with a Richmond based firm, Paymerang, to offer direct deposit of expense reimbursements and other payments (other than payroll) to employees.

In order to begin receiving payments by direct deposit, you must enroll your bank information with Paymerang. This enrollment process is completed through a simple, secure and confidential site so that your banking information remains protected. You will need to have your bank account and routing numbers available when enrolling.

This enrollment applies solely to expense reimbursement payments. All expense reports/check requests should be completed, approved and submitted for payment, according to existing guidelines.

Attached are step-by-step instructions and screenshots of the process you will need to complete.

If you are interested in signing up for this, please provide your name, email address and cell phone number, which is needed in order to send you a verification code during enrollment, on the Google Form at https://goo.gl/forms/Zuu40ssuzyR0kXu63. The list will be submitted to Paymerang next Friday, March 22.

You will then receive an enrollment email from moc.gnaremyap@snoitacifiton to start the enrollment process. Once you receive that email, please be sure to complete the enrollment within five days, or the link will expire.

If you have any questions about the direct deposit process or need assistance enrolling, please email Paymerang’s support team at moc.gnaremyap@troppuS. If you have general questions about the process, please don’t hesitate to contact Toby Hinton.

Enrollment in direct deposit is not required. If you wish to continue receiving these payments by check, no action is required.

Reminder about Purchase Orders

As a reminder, purchase orders are required for ALL purchases/expense reimbursements of $50 or more. POs should be approved BEFORE making the purchase.

For budgeted accounts, POs should be entered in Budget Manager.

For non-budgeted accounts (restricted accounts or club/agency accounts) POs should be entered in Formstack at brenau.formstack.com/forms/non_budgeted_purchase_order.

Reminder: Timecard Approval

As a reminder to all supervisors, timecards in ADP need to be approved by noon every Monday. Please be sure to approve all pending leave (vacation, sick, etc) requests by that time, too.

Thank you for your continued cooperation. Please contact Angie Graham if you have any questions.

Clarification of Paymerang Direct Deposits

We’ve received several questions related to Paymerang so we wanted to clarify a couple of points:

Employees are NOT required to sign-up for direct deposit of expense reimbursements. You may choose to continue having reimbursements paid by check, in which case a check will be mailed by Paymerang to your home address. If you receive an email from Paymerang and you do not respond, you will receive a check by default.

Also, the only people who would have received an email from Paymerang so far are employees who have received more than two expense reimbursements in the past year. Do not be concerned if you have not received any email from them. They should contact you the next time you submit an expense report for reimbursement.

Let Toby Hinton know if you have any further questions by emailing ude.uanerb@notniht.

Direct Deposit of Reimbursement Checks

The business office proudly announces direct deposit of reimbursement checks!

To accomplish this, Brenau has partnered with a Richmond-based firm, Paymerang. Employees who have received multiple reimbursement checks from Brenau in the past year will receive an enrollment email from moc.gnaremyap@snoitacifiton, within the next week or so. This enrollment process is completed through a simple, secure and confidential site so that your banking information remains protected. You will need to have your bank account and routing numbers available when enrolling.

Employees who do not receive the enrollment email now, will be emailed if/when they submit another expense for reimbursement.

This enrollment applies solely to expense reimbursement payments. All reimbursement requests should continue to be completed and approved according to existing procedures.

You can download the step-by-step instructions and screenshots of the process (PDF) you will need to complete. If you have any questions about the process, please don’t hesitate to contact Toby Hinton.

If you have any questions about the direct deposit process or need assistance enrolling, please email Paymerang’s support team at moc.gnaremyap@troppus. If you have general questions about the process, please don’t hesitate to contact Toby Hinton, ude.uanerb@notniht.

Download the setup instructions at https://update.brenau.edu/wp-content/uploads/formidable/6/Employee-Enrollment-Instructions-1.pdf.

Changes to Payment Processing

Brenau University has contracted with Paymerang to provide Accounts Payable payment services beginning in July, using their Paymerang product. Over 75,000 suppliers nationally currently receive payments through the Paymerang Network on behalf of colleges, universities, and businesses. Payments will be made to vendors by Paymerang on Brenau’s behalf using a combination of Virtual Purchasing Cards, ACH Transfers, and paper checks.

The Business office will cease printing checks for vendor payments effective June 29, with the exception of payments that require a check be mailed along with another form.

In addition, we are working with Paymerang to provide Direct Deposit (ACH) of employee expense reimbursements. Employees will be required to register online in order to receive these electronic payments. More information on that process will be forthcoming.

Please note, this change does not affect any of the front-end processes related to submitting expenses/invoices for payment. All current processes related to Purchase Orders, Check Requests, etc. remain in effect. All invoices/check requests will continue to be sent to Ann Kilpatrick in the Business Office for processing as usual.

Please review your Form W-4

The IRS has completed updating its online withholding calculator that individual taxpayers can use to determine how many withholding allowances they should claim for 2018. The IRS also issued a new 2018 Form W-4, Employee’s Withholding Allowance Certificate. Download the new form at www.irs.gov/pub/irs-pdf/fw4.pdf (PDF) and use the calculator at www.irs.gov/individuals/irs-withholding-calculator.

The new calculator and Form W-4 are designed to implement the changes made by the Tax Cuts and Jobs Act, passed at the end of 2017, which increased the standard deduction, removed personal exemptions, increased the child tax credit, limited certain other deductions and changed the tax rates and brackets.

All employees are strongly encouraged to review and submit a new Form W-4 in ADP, if necessary, in order to avoid possible over or under withholding for 2018. To update your W-4 in ADP, login and go to: Myself/Pay/Tax Withholdings then click the “Edit” buttons.