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How do I run the Endowment BW Reports? What if I need assistance with a GL code? Is there a listing of all GL codes associated to endowments? What is the spending rate for this fiscal year and how is it calculated? Refer to the FY Spending Rate calculation. Where can I find information regarding receiving and recording gifts or endowments? Refer to BPM E Policies and Procedures for Soliciting, Receiving, Recording, and Acknowledging Gifts. Where can I find my endowment spending distribution percentage in SAP?
Enter Transaction Code FM5S: Enter your endowment fund number and select Add UK Endowment Fields.
What are some of the common transaction codes used with endowments? FM5S — Display Fund — Used to view the attributes of the endowment fund. KSB1 — Cost Centers Actual Line Items — Used to view revenue and expenses post to the cost center. GR55 — Execute Report Group — Used to view budget for cost center. Payroll Services I received an email addressed from Payroll stating that I am going to receive a raise. Should I click on the link?
Payroll Services will never send you an email stating you will receive a raise. DO NOT click on any of the links and enter information. If you receive one of these emails, please follow these instructions. If you clicked on a link in a phishing email, change your link blue password immediately following these instructions. How do I gain access to Employee Self Service? To access Employee Self Service please follow these steps: Click on the link in the upper right hand corner titled MyUK. Login into MyUK with your link blue ID and password. You should see the Employee Self Service tab in the upper left hand corner of the page.
I do not have an Employee Self Service tab on MyUK. How do I resolve this? If you are an employee without access to the Employee Self-Service tab, please contact the Information Technology Customer Service Center at HELP or by clicking the following link to reach the Help Desk via e-mail. You will need to provide your person ID number or your Link Blue User ID in order to receive access. What is my UK identification number and where can I find it? It is a secure number that replaces the need for using your Social Security Number as a means of identification.
How do I review my online pay statement? Access Employee Self Service ESS online. Click on the "Employee Self-Service" tab at the top of the page. Click on the "Benefits and Payment" sub-navigation link. Click on the "Pay Statement" link under the Payment section. When will I be able to see my pay statement online? Biweekly employees should be able to view their pay statement typically the Monday prior to payroll Friday. Please reference the current payroll calendar for the schedule.
Monthly employees will need to reference the current payroll calendar as the production date for monthly pay statements can vary widely from month to month. My pay statement is incorrect. Who do I contact to resolve this issue? Contact your current supervisor or administrator responsible for payroll in your local area, college or department. When will my direct deposit become effective? If you enter your direct deposit online through Employee Self-Service, the information is recorded immediately.
Paper forms, with a voided check attached, may be submitted to Payroll Services. Information is recorded according to the date the form arrives in Payroll Services. However, there are deadlines for both biweekly and monthly employees. For biweekly employees the cutoff to accept direct deposits is typically 5: For monthly employees the cutoff to accept direct deposits can vary widely from month to month. How can I stop direct deposits?
Direct deposit is a condition of employment. All employees are required to have direct deposit. If there are extenuating circumstances such as fraudulent activity on your account that require you to be temporarily paid by check, please contact Payroll Services. You will be required to resume direct deposit within one pay period.
As you can see, we did disclose our intent to access your credit bureau and you acknowledged this by selecting the check box. The app said all efforts would be made to either approve the check deposit or note any problems within one hour. If you log in to online banking and click on alerts, you will see multiple options including creating customized alerts. A refund is received from a vendor for items purchased on the sponsored project that were returned to read article vendor. Desired Settlement Remove the hard inquiry from my credit report Consumer Business Dialog Business Response Thank you for making us aware of your concern. Payroll Services I received an email addressed from Payroll stating that I am going to receive a raise. Monthly employees will need to reference the current payroll calendar as the production date for monthly pay statements can vary widely from month to month.
When will my W-4 or K-4 become effective? If you enter your W-4 or K-4 online through Employee Self-Service, the information is recorded immediately. Paper forms may be submitted to Payroll Services, the information is recorded according to the date the forms arrive in Payroll Services. For biweekly employees the cutoff to accept W-4 or K-4 forms is typically 5: For monthly employees the cutoff to accept W-4 or K-4 forms can vary widely from month to month. Can my W-4 or K-4 be applied retroactively? W-4 and K-4 information is applied from the date it is entered in ESS or received in Payroll Services going forward.
When will I receive my W-2 form? All current employees can opt to receive their W-2 form online through ESS. You must select this option no later than January 14, You will receive a notification when the forms are available online. Log into MyUK using your link blue user ID and password to access the ESS online application. Click on the "Receive W-2 Online" box. A confirmation box will pop up to confirm your election to receive an electronic W-2 form online through myUK Employee Self Service. If you agree to receive your W-2 form electronically, click "OK".
You will receive the message "Data saved successfully" in upper left corner of the election screen.
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Employees who previously enrolled to receive their Form W-2 online through myUK Employee Self Service do not need to enroll again. Your election will remain in effect for future years unless you change your election or separate employment from the University. They will have a paper W-2 form printed and mailed by the University of Kentucky during the last week of January to ensure adequate time for postal processing in order to meet the Internal Revenue Service January 31st deadline. Please review the address on your pay statement for accuracy.
Current University employees can update their address through Employee Self Service ESS. Click on the "Personal Information" sub-navigation link. Click on the "Personal Profile" link to access your address information. To update the appropriate mailing address for your W-2 click on the "Permanent residence" option in the blue bar section next to the word "Addresses. Individuals who are no longer employed by the University, and have had a change of address, must contact Payroll Services at or access the Payroll Staff directory by clicking on the "Staff" tab on this web page to provide an updated address.
Why can't I view my W-2 online? Individuals who are no longer employed by the University cannot view W-2 forms online. To obtain a duplicate W-2 please contact Payroll Services at or access the Payroll Staff directory by clicking on the "Staff" tab on this web page. How do I check my vacation and sick leave balances? Vacation and sick leave balances may be verified online through Employee Self Service ESS.
Log into MyUK using your user ID and password to access the ESS online application. Click on the "Working Time" sub-navigation link. Click on the "View Time Account Balances" link to access your vacation and leave balances.
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If you still have questions please contact your supervisor or departmental payroll administrator in your local college, department, or area. Where can I get information about parking permits and associated fees? Please visit the Parking Office web page or call Where can I get information about employee benefits? Please visit the Employee Benefit Department web page or call Who is eligible for the Royster exemption? You must meet both of the following criteria in order to be eligible for the Royster Memo exemption: One or more of your assignments must be classified as Research Assistant, Teaching Assistant, or Graduate Assistant.
That assignment must be in the field for which you are obtaining your degree. This exemption only applies to Lexington Occupational tax. Please review the Royster Memo document to see if you are eligible. Who is eligible for the FICA student exemption? You must meet both of the following criteria in order to be eligible for the FICA student exemption: You must be a student at the University of Kentucky enrolled in classes at least half-time or greater recorded on your transcript.
You must be working part-time only. Full-time, on call, and part-time positions with certain working percentages are not eligible for this exemption. Please contact your supervisor or the Payroll Administrator in your local college, department, or area to see if you qualify. You may be exempt for one of the following reasons: You are currently eligible for the student FICA exemption. You have paid the maximum amount of OASDI tax for the year. You are exempt as a result of your current non-resident visa status.
I am a non-resident alien international employee. Does this mean I do not have to pay taxes? Typically all employees are required to pay taxes. You may be eligible to be exempt from certain taxes as a result of current visa or treaty status, however each individual situation is different and dependent upon many different variables. Please provide all of your immigration documents to Payroll Services for review.
Please contact Payroll Services at or access the Payroll Staff directory by clicking on the "Staff" tab on this web page with any please click for source. Who do I contact? ADP is now managing all garnishment and child support orders at the University of Kentucky. When are payroll deadlines? Please review the current payroll schedule for all payroll related deadlines. I am separating from the University.
What tasks do I need to complete prior to the separation? There are several different departments that you will need to contact when separating from the university. Some of these items may not apply to you: Contact The Benefits Office to review your deductions such as health, dental and vision insurance.
The Benefits Office can also answer questions concerning your retirement contributions.
The Benefits Office can be reached at Contact Parking and Transportation Services to coordinate the return of your parking permit and cancel your deduction. Call or email UKParking lsv. Contact UK Federal Credit Union to stop any payroll deductions. Please visit their website for more information: Please stop your direct deposit with the University of Kentucky. Please contact Payroll Services at or access the Payroll Staff directory by clicking on the "Staff" tab on this web page to initiate this process.
You will need to provide proof that you will be separating from the university. After separating, if I were to be rehired at the University of Kentucky, do I need to submit new direct deposit information to the university? Only if you meet one or more of the following criteria: You stopped your direct deposit account prior to separation.
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You have changed to a new bank account since working at UK. After separating, if I were to be rehired at the University of Kentucky, do I need to submit new W-4 or K-4 documents to the university? This is not necessary. Any withholding settings that were on file with the university previously will remain active until you initiate a change. Only if you feel that a change is necessary do you need to update your W-4 and K-4 on ESS. How do I create a PRD petty cash payment? Only payroll administrators can create PRD petty cash requests. Please save the attached PRD instructions to your computer for future reference.
Research Financial Services General Receipt FAQs How can I learn about the general cash posting process for sponsored projects? The "Financial Management RATE VIII" class is a good source of information concerning the cash posting process in Research Financial Services. Individuals can register for the class through the Office of Sponsored Projects Administration course catalog on the myUK Employee Self-Service Training tab Where can I find more information on cash handling procedures? You can find those procedures here. If the sponsor wants to pay by electronic ACH payments, what should I do?
Forward the sponsor's bank information form or contact information to SPA. Research Financial Services and Treasury Services personnel will complete the bank form authorizing the electronic payments and will forward the documentation to the sponsor. This action will ensure that the payments are deposited correctly. If the sponsor wants to pay by check, to whom should the checks be made payable? All checks should be made payable to: University of Kentucky Research Foundation. How may I obtain blank cash or check transmittal forms?
Forms may be printed from http: If I am expecting a payment on a clinical project, who do I contact? First, contact the sponsor to see if the payment has been sent. If the payment has not been remitted, work with the sponsor to collect the cash. Why doesn't my deposit show up on my ledger sheet or payment record? The project WBS element number may have been entered incorrectly or the transmittal information may not have been received by Research Financial Services.
Contact Research Financial Services Accounts Receivable staff at SPA. Who is responsible for keeping copies of cash receipts documentation in case of an audit? Departmental cash receipts — the department should keep copies of the checks, transmittals, and all documentation submitted with the check for posting Research Financial Services cash receipts — Research Financial Services keeps copies of the transmittals for checks that are received in Research Financial Services, ACH reports, lockbox files, and all supporting documentation related to these cash posting types SAP System FAQs How do I determine the amount of revenue received on a sponsored project?
Choose the variant named CASH RECEIPTS. Enter the WBS element number and click on the execute icon. When the next screen is displayed, choose the layout RECEIPTS.
If there are extenuating circumstances such as fraudulent activity on your account that require you to be temporarily paid by check, please contact Payroll Services. Current University employees can update their address through Employee Self Service ESS. DIY EDIBLE KFC Nail Polish EAT Fried Chicken Flavored Nail Polish Made With Real Fried Chicken! To access Employee Self Service please follow these steps: For monthly employees the cutoff to accept W-4 or K-4 forms can vary widely from month to month. Click on the link in the upper right hand corner titled MyUK. Access Employee Self Service ESS online. You will receive the message "Data saved successfully" in upper left corner of the election screen.
The amount displayed as the total will be the total revenue cash receipts and cash transfers posted to this grant. Double click on a document number beginning with 96, 12, or 14 on the display screen to drill into the transaction to see the detailed entry on the FB03 transaction.
This action can be especially useful to see if funds have been transferred to or from a different WBS element. How do I find out the name and contact information for the individual who processed a document? Go to the transaction FB Enter the document number and press enter. Click on the TOP HAT icon next to the funnel to display the document header. Look for the UserID in the "Entered by" field. Go to transaction ZSU01D and enter the UserID in the "User" field and click on the Glasses Icon to display the phoneemail address, and other information of the person responsible for processing the document.
Check Transmittal FAQs If a check is received in my department prior to the WBS element being set up, what should I do? Leave the GL column blank. In the TEXT column, type NEW GRANT. A note should be attached or written across the front of the transmittal that says: Checks for IRB fees are not posted to the sponsored project. Please contact the UK Office of Research Integrity located at Kinkead Hall phone: Reduction of Expenditure — use the same expense general ledger account on which the original charge was posted. Clinical Trial Income — Non-federal projects use ; Federal projects use Program Income - Additive use ; Deductive use If unsure of the type link income to be posted to the sponsored project, contact your sector Business Officer for assistance.
What should I do if an error is discovered on a departmental cash or check transmittal after the transmittal has been posted to SAP? If the departmental transmittal had an error in the project number, go to the Cash Receipts tab on the Research Financial Services website. Follow the directions on the "Cash Transfer Request Form Instructions" to complete and submit the "Cash Transfer Request Form" to SPA. Can checks going to different cost objects be entered on the same Check Transmittal?
Checks for sponsored project WBS elements should not be entered on a transmittal which also contains checks for other cost objects. However, if a department has checks for multiple sponsored projects, a single check transmittal can be completed for all of the WBS elements. Specific Reduction of Expenditure Questions What is considered a reduction of expenditure on a sponsored project? A reduction of expenditure on a sponsored project occurs when a payment is received from a third party not the sponsor reimbursing an expense that had previously posted to the project.
Examples include but are not limited to: An unexpected reimbursement of travel expenses by a conference host or a third party after the trip has been taken. A vendor refund for an overpayment or duplicate payment due to a vendor error. A refund is received from a sponsored project's subcontractor.
A refund is received from a vendor for items purchased on the sponsored project that were returned to the vendor. If an employee travels to a sponsored project-related conference with their spouse, can the charges for the spouse's travel be posted to the sponsored project and then reimbursed by the employee as a reduction of expenditure to the project?
Expenses that do not directly benefit the project whether personal or university related should never be charged to a sponsored project because the WBS element is to be utilized only for expenses that are appropriate for completing the scope of work of the project. The WBS element should never be used as a "holding account" to charge expenses that are later reimbursed.
Instead, the employee should pay for the expenses directly or a departmental cost center should be used for any expense that is not related to the sponsored project. How do I process a reduction of expense for a read more expense or non-sponsored project related expense if the expense initially posted to the WBS element?
If the original expense does not benefit the project in any way, the expense must be moved to a departmental cost center prior to the posting of the reduction of expense.
The transmittal will then be posted by Treasury Services. How do I complete the check transmittal if I receive a check from the sponsor of a clinical trial reimbursing the project for specific expenses incurred? This check must be included as income on the WBS element and is not a "reduction of expenditure. Additionally, the online transmittal will use the ZX document type for a reduction of expenditure on a sponsored project.
What backup documentation needs to be included with the check transmittal for a reduction of expenditure on a sponsored project? Provide all of the following: A copy of the check being deposited to UK Copies of all original payment documentation related to the reduction of expenditure such as DAV's, PRD's, travel vouchers, or Purchase Order invoice transmittals A complete explanation of the reason the project is receiving this money Any other documentation that will help to explain the reason for the reduction of expenditure What should I do if the reduction of expenditure is for an expense posted to the project in a previous fiscal year, but the WBS element is still open?
Complete the check transmittal as a normal reduction of expenditure. Sponsored projects are not subject to the same fiscal year restrictions as other cost objects. What should I do if the reduction of expenditure is for an expense posted to a closed project? Complete a manual check transmittal and put a note on the transmittal that the project is closed. Research Financial Services will research the reduction of expenditure and the project to determine the best way to handle the issue. What should I do if an employee or student receives a partial reimbursement from the organizer of a conference because the individual presented research results related to the sponsored project which was originally charged for the travel expenses?
Documentation should be provided that shows the original expense and the reason for the reduction of expenditure. If possible, please provide a letter or other documentation from the organizer of the event which shows the reason for the reduction of expenditure. If the check from the conference organizer was made payable to the individual who presented the research, the employee or student should write a check to the University of Kentucky Research Foundation for the amount of the reimbursement. Documentation showing the original expense and the reason for the reduction of expenditure preferably a letter or other documentation from the organizer of the event should be included as backup for the transmittal.
Cost Share Funding How do I find expenses posted to the cost share fund for my grant in SAP? How do I prepare a journal voucher JV to fund my cost sharing expenses? Be certain to manually update the fund associated with the grant to the appropriate cost share fund XXXX…. Cost Share Reporting What is the cost share commitment for my grant?
Reference the Cost Share Information Form CSIF attached to your PADR or the cost share tab on GMGRANTD. If you are still unsure or need more information, please contact your Research Administrator in the Office of Sponsored Projects Administration OSPA for further explanation of the commitment How do I post an expense in SAP as cost sharing for my grant? Any charges that are to be cost shared, whether through payroll, PRD, journal voucher, etc. The external fund sponsor will always be the default, so the user will need to override manually update the fund to the appropriate cost share fund in order to charge the expense as cost share.
After the cost share fund has been entered, hit the enter button to save the change. How do I determine the cost share fund for my grant? Look for the fund beginning with …. Looking across the row, there read more be a checkmark in the cost sharing column and "cost share" will be part of the description How many different cost share funds are there? The cost fund assigned to the grant is directly related to the campus area that is responsible for funding the cost share.
Below is a list of the cost share funds being used in SAP: