All pay changes must first be approved by the department head, who then submits a personnel action form to Human Resources. Human Resources then enters all approved rate changes and forwards the PAF on to the Payroll office. If the rate should have been effective in an earlier period, Payroll then calculates the extra pay due to the employee and enters it as "Retro Wages" on the employee's next check. If you believe you should have received a raise, check first with your supervisor or department head. If they have submitted it, you may then check with Human Resources to make sure it has been received and entered. Payroll does not enter any rate changes; we only calculate using rates entered by Human Resources.
Who should I be calling in Accounts Payable?
If you have questions on invoices and payments, you need to call the Account Clerk responsible for that part of the alphabet. Vendors A-K are covered by Yesenia Luevanos, 928-373-1117. Vendors L-Z are covered by Maggie Gamboa, 928-373-1116. Travel questions; contact Vickie Arviso, 928-373-1175. P-Cards are covered by Grace Lopez, 928-373-1123, and all General Accounts Payable questions can be directed to Yesenia or Maggie. If you need to speak to the Accounts Payable Supervisor, contact Leo Tanory at 928-373-1139.
What is the deadline to have my invoices in to Finance? When will those be paid?
The deadline to have all requisitions and demands to Finance is 5:00 pm on Tuesdays, with an additional extension to departments of noon on Wednesdays. Those invoices that meet this strict deadline will be mailed out or available for department pickup by 8:00 a.m. the next week’s Friday, not the Friday following the Wednesday they were presented to Finance.
Note: All requisitions must be approved in the system to meet the deadline.
What is the life cycle of an invoice?
First, the invoice is received by the department who purchased the goods/services from the vendor. The department then creates a requisition and forwards the invoice to Finance. Once in Finance, the invoice goes through compliance, where the Purchase Order is placed on the invoices. The Compliance Officer then forwards the invoice to Accounts Payable where it is input into an invoice batch for payment.
Where is my payment?
If you are a vendor, your first call should be to the department that purchased from you, Yuma County has many departments. The department will be able to let you know if they have received the invoice and if it has been forwarded to the Finance department. If they indicate that they have forwarded it, please contact Accounts Payable.
I need training on AP Inquiry and/or the County Procurement Cards Reconciliation Tool, who do I call?
Training is at your request, contact Leo Tanory at (928) 373-1139, to request training. We try to offer training on an annual basis, or as new information is available, but always are available to come to you for training.
How can I get a budget performance or account analysis report?
Is there a report that I can produce that has not been available to me or I have not been aware of?
Yes, there are many reports out there that can be produced: Call the Financial Reporting Team for more information at 928-373-1135
Are there places in the system where I can drill down to the original entry?
Under different responsibilities you can get various information: - Payables: Warrant, Distribution, Vendor, Requisition and Purchase Order information - General Ledger: Reports and Inquiry for Funds, Deptartment, Object Code, or Future numbers: Contact the Financial Reporting team for more information.
How can I be included on your Procurement list (How can I subscribe to your vendor/biding list)?
For Request For Proposals list click here. You may contact Brenda Mendez at 928-373-1131 to be directed to the correct department of vendor list. Yuma County is currently running uncenteralized purchasing.
Purchasing requirements (What do I need to do to purchase “X” equipment or service)?
Agencies are responsible to ensure their compliance with County Purchasing Policies. The agency designated purchaser is responsible for attaching required documentation and / or quotes to requisitions for proper processing. Requisitions lacking adequate information will be sent back to departments.
Where can I get a copy of Yuma County Purchasing Policies?
A CAAR (formerly FAAR) form is a Capital (formerly Fixed) Asset Activity Report that each department i required to complete when a capital asset (machinery or equipment with a unit cost of $5,000.00 or more) is purchased, transferred to another department, retire or when custody and responsibility has changed. You may refer to the Capital Assets Accounting Policies adopted by the Board of Supervisors on 10/17/05, item No.4.
Where do I obtain a blank CAAR (formerly FAAR) form?
Contact the Capital Assets Accountant (Denise Butler) at 373-1126. If you need assistance in filling out the form, she will be more than happy to assist you.
How can I start a direct deposit? How long does it take to start? Can I deposit to more than one account or bank?
Complete a Direct Deposit Authorization form and send or fax it to the Payroll office. If you include a bank verification of your account number or a copy of a voided check, we will start the direct deposit immediately. Otherwise it takes two pay periods: on the first period we send the account information with no money to verify the accuracy, and on the second period your deposit begins automatically unless the bank notifies us that the account is invalid. You can deposit to multiple accounts and banks, though only the first four will print on your deposit stub due to space limitations. Your name should be on the accounts you deposit to, for your protection.
How do I change my tax withholdings? How often can I change them?
You can change your federal tax withholdings by filing a new W-4 form with the Payroll office. You can change your Arizona withholdings by filing a new A-4 with the Payroll office. You can change your withholdings as needed, but should never claim more exemptions than you are actually entitled to. If the Payroll office has a reason to believe that your form is fraudulent, we have the obligation to NOT make the changes. We appreciate employees not putting us in the position of having to challenge their W-4 and A-4 claims.
When will I get my W-2?
W-2's must be mailed no later than January 31st of each year. The Payroll office makes every attempt to get them out earlier, and will notify departments as soon as they are available. There are many year-end and year-begin patches in any computer system which affect the timing of issuing W-2's, so please do not call for an exact date in advance. DO check your address, and notify the main Human Resources office at 198 S. Main Street if your mailing address has changed in the last year.
How and when do I receive my paycheck or direct deposit pay stub?
Pay periods are two weeks long, beginning on a Sunday and ending on a
Saturday. Payday is on the Friday following the end of the pay period. Payroll sends an electronic paystub (E-stub) via e-mail for employees paid
by direct deposit. Personal information such as your social security number and
address have been removed for additional security. The E-stub is usually sent
late on Wednesday of a pay week, but the pay will not be in your bank account
until the actual Friday pay day. We recommend that employees use their County
e-mail address for E-stubs, and you may then forward the stub to your personal
e-mail, or print it. However if you do not perform any Approvals in our Oracle
computer system, you may opt to receive your E-stub at your personal e-mail
address. If you receive a paper check, contact your Department for information
on whether you will need to go to the Payroll office to pick up your pay stub,
or if they will collect it and distribute it to you.
What reports are available through the Grants module?
There are reports available; however, they are not user friendly. You should use the Expenditure Inquiry and upload it into Excel. Then you will be able to modify the information to suit your needs. If you need assistance, please call the Grants Auditor at 373-1124.
How do I reconcile my grants to the General Ledger?
Reconciling grants is a multi step process. It requires reports from General Ledger and Grants. First run a Budget Performance Report from General Ledger and download the Expenditure Inquiry. Enter all the information on the Grant Reconciliation form that you can obtain from the Grants Auditor. If any line items are out of balance you will need to research them and put in requests to Finance to make the corrections. If you need any assistance with this reconciliation you may call the Grants Auditor at 373-1124.
What is a Miscellaneous Receipt?
Miscellaneous Receipts (TR’s) make up the majority of the receipts we process. They are used to record deposits made to the Treasurer that include money received from private sources, state agencies, businesses, reimbursements from vendors and employees, etc.
What is a (Cash) Standard Receipt?
(Cash) Standard Receipts (also TR’s) are used to record money that is either being billed to certain agencies or grant money received from State and Federal agencies.
How do I fill out and process a Treasurer’s Receipt
There are several steps that need to be followed. First, a TR needs to be entered into Agenda Quick and the funds taken to the Treasurer’s office. After the TR# is entered on the TR, you will go into Oracle Accounts Receivable and enter the TR as either a miscellaneous or standard receipt. Sometimes both types will need to be entered for one TR. If you need detailed instructions for what Finance will look for on the TR, please contact the Receivables Accountant (Liz Canela) at 373-1121. She will provide you with the steps to follow.
How do I correct a Treasurer’s Receipt (TR) once it has been entered?
It can be fixed one of two ways. It all depends on whether it has been posted to the General Ledger or not. Please call the General Accountant (Liz Canela) at 373-1121 for further direction.Q10: What is a CAAR (formerly FAAR) form?
Where do we obtain Treasurer’s Receipts (TR)?
Treasurer’s Receipts are prepared in Agenda Quick. The Treasurer’s Office is the lead for Treasurer’s Receipts in Agenda Quick.
Who do I contact in the General Ledger Team when I have problems?
The General Ledger Team consists of the Operations Manager (Toni Lindsay) who supervises the team and assigns the workload. The Grants Auditor (MaryJo McIntyre) is responsible for the Grants Module of Oracle. The Receivables Accountant (Liz Canela) is responsible for the Accounts Receivable Module of Oracle. This includes the interface with the Treasurer’s office for (cash) standard receipts. The Capital Assets Accountant (Denise Butler) is responsible for the recording of all Capital Assets. The Account Clerk II (Carmen Castro) is responsible for the clerical support of the team.
How do I request a correction be made to items posted to the general ledger?
Use the Request for Journal Entry form (Revised 12/19/07). Fill out as much information as you can. Make sure the form is signed by an authorized person. You may email the request also. Your email will be attached as authorization. Make any copies of the original documents and forward them to the Finance Department to the attention of the Operations Manager. A manual journal entry will be processed if funds have to be moved, or the original entry will be corrected through the module that was affected (e.g. Accounts Receivable). If you need any assistance filling out the form, you may call any of the Accountants.