Q: What is a Fiscal Year?
A: MICA operates on an annual "fiscal year" (not a calendar year), that runs from June 1–May 31.
Q: What is the Accounts Payable (AP) Processing Schedule?
A: Check requests are cut once per week and are due in the AP Office by Tuesdays at 4:30 p.m. with proper coding and signature from an authorized signer. Incomplete payment requests are returned to the preparer. Late payment requests are processed on the following week's check run.
Checks marked for "pick-up" are available on Mondays by 12:00 p.m. in the AP Office. Checks not marked for pick-up will be mailed directly to the vendor/payee.
Q: How should I send AP requests to the Finance Office?
A: AP requests can be sent via interoffice mail to the Finance Office, but we encourage you to drop off in-person anything that is of a sensitive or urgent nature such as payroll related information, original receipts, social security numbers.
For your reference, AP processing is divided up alphabetically as follows: Karen Mills (A-K) and Karen Jones (L-Z).
Q: What forms do I need to get this vendor or person paid?
A: It depends on who you need to pay; refer to the flowchart on how to pay.
Q: Are expense reimbursements and other AP requests accepted during payroll week?
A: Yes. Vendor invoices, voucher requests, reimbursement requests, independent contractor payment requests and cash advance requests are accepted during payroll weeks and are processed under the same deadlines as they are on non-payroll weeks.
Q: Do I always need to complete a check request voucher form every time I need to request a check?
A: There are generally 3 ways to submit invoices for payment:
- Vendor Invoice - Vendor invoices generally include Vendor Name, Address, Date, Description of product or service being sold, price, taxes, shipping
changes . These do not require a Check Request to be attached - coding and signature can be done directly on the invoice and submitted. - Independent Contractor vs. Employee Determination Form - all requests for individuals that are providing services in a capacity other than as an employee.
- Check Request Voucher Forms - all other payment requests that are not represented in A or B of this section.
Regardless of the type of request, it must include an authorized signature and proper account coding.
Q: Where can I find a list of budget codes and what do they mean?
A: Budget codes are on the MICA portal under the link Finances > Account Codes. These codes, when strung together, tell a story about the specific activity, the funding source, and the budget. Transactions are posted to an "account string" consisting of 3 to 4 segments, each capturing a different element of the transaction. An example of an account string is:
| Account | Fund | Dept ID | Program |
| 101001 - | 110 - | 62020 - | 1510 |
Additional information on how to code transactions is available here: Coding Your Expenses and Deposits (PDF)
Q: What is the process for requesting money in my budget for new positions, increases, etc.?
A: There is an annual budget process in place at MICA in which budget requests are considered. Two key points in the process are established for additional funding considerations. The first is during the spring term when the upcoming fiscal year budgets are being prepared and approved by the VPs. The second is during the summer and early fall term when the VPs have historically considered additional spending as a result of higher than budgeted enrollments.
Please feel free to contact Brigitte Sullivan (x2209 or bsullivan01@mica.edu) for budget adjustments with current allotted funds, but all new/increased funding requests must go through your division manager/VP for consideration. Salary increases, new positions, department increases, etc. cannot be added to the budget without the proper approval process.
Q: How do I request a journal entry?
A: To correct a transaction that was posted incorrectly, contact Joyce Uhm (x2502 or juhm01@mica.edu). Journal entries can be e-mailed directly to Joyce, or send the signed hard copy. The same email or signature authorization rules apply to JEs as do with other AP payments.
Q: How do I Request a Cash Advance?
A: Cash advance forms must be submitted by Tuesday at 4:30 p.m. to receive a check on Monday of the following week.
All cash advance questions should be directed to Lucy Gitaka (x4256 or lgitaka@mica.edu).
Q: How are Stipends handled?
A: All stipends should be requested using the Payroll Request form. Please remember to include the employee's PeopleSoft ID number. Also, code the request to a Payroll account (6 digit code that starts with a 3).
Q: Where do I send deposits?
A: Send or hand deliver all deposits to Danielle Bowly (x2212 or dbowly@mica.edu) in the Student Accounts office (Bunting 240). Please hand-deliver all cash deposits.
Q: What is the current MICA mileage reimbursement?
A: As of January 1,
Q: Who do I contact about M&T Corporate Card issues?
A: Submit all M&T expense reports to Michelle Lee (x5271 or mlee@mica.edu). Discuss M&T
Q: Who do I contact about MICA's Amazon Business Prime account?
A: Submit all Amazon Business Prime related questions to Karie Bowman (x2573 or kbowman@mica.edu).
Q: How does Petty Cash work?
A: MICA will reimburse small purchases (under $100 and no meals) via petty cash in the Student Accounts office. To request reimbursement, you'll need to complete a Petty Cash Voucher with attached receipts, have it signed by an authorized signer in your department, and bring it over to the Student Accounts office.
Staff Contact Information
| Staff Member | Responsibilities |
|---|---|
| Associate VP of Finance & Business Affairs |
Oversees Accounting, Budget, Payroll and Student Account Services. |
| Karie Bowman Controller kbowman@mica.edu or x2573 |
Oversees all accounting operations Accounting & financial reporting Audit management Compliance work - tax returns |
| Brigitte Sullivan Budget Director bsullivan01@mica.edu or x2209 |
Operating & Capital Budget Institutional budget process Existing budget allocation adjustments Budget/P.O. portal access & signature authorization Setup new operating budget dept codes and program codes |
| Jim Zablosky Associate Budget Director jzablosky@mica.edu or x2208 |
Operating & Capital Budget Financial reporting & analysis |
| Technology Projects Manager |
Supports functional systems and reporting for HR, Finance, Student Account Services, and Operations as well as interdepartmental technology projects and initiatives. |
| Melissa Buckingham Director of Payroll mbuckingham@mica.edu or X2123 |
Oversees Payroll International Payee Independent Contractor Determination Tuition Remission forms |
| Karen Mills Senior AP/Payroll Specialist (A-K) kmills@mica.edu or x2210 |
AP/Payroll processing (A-K of Vendor credit applications Void/reissue check requests Enters faculty contracts |
| Karen Jones AP Payroll Specialist (L-Z) kjones@mica.edu or x2213 |
AP/Payroll processing (L-Z of Vendor credit applications Void/reissue check requests |
| Lucy Gitaka Assistant Controller lgitaka@mica.edu x4256 |
Cash advances 1099 reporting AmeriCorps reporting Accounting & financial reporting |
| Michelle Lee Senior Accountant mlee@mica.edu or x5271 |
M&T card expense report processing and administration (M&T Info. on Federal tax ID, W-9, Duns, sales tax exemption, copies of 990 or tax returns, etc. |
| Joyce Uhm Staff Accountant juhm01@mica.edu or x2502 |
Journal entries Records auxiliary revenue - Postal Ops, Store, Library, etc. |
| Student Account Services | |
| Robinson Hernandez Director of Student Accounts rhernandez02@mica.edu or x4116 |
Oversees all Student Accounts operations |
| David Zeit Associate Director of Student Accounts dzeit@mica.edu or x2356 |
Petty Cash |
| Danielle Bowly Student Accounts Coordinator dbowly@mica.edu or x2212 |
Departmental deposits |