Yuma County
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Expand/Contract Questions and Answers
- 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.
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 Lorena Sanchez, (928) 373-1116. Vendors L-Z are covered by Vacant, (928) 373-1117. Travel questions; contact Vickie Arviso, (928) 373-1175. P-Cards are covered by Yesenia Luevanos, (928) 373-1123, and all General Accounts Payable questions can be directed to Lorena. If you need to speak to the Accounts Payable Supervisor, contact Rosa Castillo at (928)) 373-1139.
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.- 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.
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.
- Yuma County's W9 form
I need training on AP Inquiry and/or the County Procurement Cards Reconciliation Tool, who do I call?
Training is at your request, contact Rosa Castillo 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.
- Contact Finance Reporting Team: Carol Hartz (928) 373-1135 or Elsa Garcia (928) 373-1136.
- Yes, there are many reports out there that can be produced: Call the Financial Reporting Team for more information at (928) 373-1135
- 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. - For Request For Proposals list click here. You may contact Denise Butler at (928) 373-1131 to be directed to the correct department of vendor list. Yuma County is currently running uncenteralized purchasing.
- 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.
- A CAAR form is a Capital Asset Activity Report that each department is 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, replaced, 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.
- Visit the Yuma County Financial Services Website and click on "Forms". Click on CAAR Form.
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.- 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.
- 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.
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.- Project Expenditure Inquiry & Manage Project Cost reports are available. If you need assistance, please call the Grants Auditor at 928-373-1124.
- Reconciling grants is a multi-step process. It requires reports from General Ledger and Grants. First run a Trial Balance Report from Oracle Cloud Scheduled Processes and download the Manage Project Costs under the Project Module. 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 Financial Services to make the corrections. If you need any assistance with this reconciliation, you may call the Grants Auditor at 928-373-1124.
- Miscellaneous Treasurers Receipts 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.
- Standard Treasurers Receipt is used to record money that is either being billed to certain agencies thru Oracle Cloud or grant money received from State and Federal agencies.
- There are several steps that need to be followed. First, a Treasurers Receipt, TR, needs to be entered into Agenda Quick and the funds taken to the Treasurer’s office. After the TR# has been approved by the Treasurer and given a TR #, you will go into Oracle Accounts Receivable module and enter the TR as either a miscellaneous or standard receipt. For assistance, please contact the Receivables Accountant at (928) 373-1121.
- Please call the Accounts Receivable Accountant at (928) 373-1121 for further assistance.
- The Treasurer’s Office is the lead for Treasurer’s Receipts in Agenda Quick.
- The General Ledger Team consists of the General Ledger Supervisor who supervises the team and assigns the workload. The Grants Auditor is responsible for the Grants Module of Oracle Cloud. The Receivables Accountant is responsible for the Accounts Receivable Module of Oracle Cloud. The Capital Asset Accountant is responsible for the recording of all Capital Assets. The Account Clerk II is responsible for the clerical support of the team.
- A Request for Journal Entry form (Revised 12/19/07) needs to be submitted to the Financial Services General Ledger Supervisor either by email or hard copy. Make sure the form is signed by an authorized person and all supporting documentation is attached. 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, please contact the General Ledger Supervisor at 928-373-1007.