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Business operations: mailroom, business office, and payroll

March 24, 2020

A message from Kim Masenthin, Director of Human Resources.

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Some information provided in the message below has since been updated; specifically for Ann Arbor faculty/staff. Please review those changes here.

Auxiliary Services schedule for essential employees to pick up mail

  • USPS Mail will be picked up Monday, Wednesday, and Friday
  • Mail will be sorted and Division mail will be gathered for pickup in Auxiliary services after 1:00 p.m. each day
  • The Shipping dock will we available Monday – Friday 8:00 a.m. to 4:00 p.m.
  • Department heads will be notified if packages are available for pickup in Aux. Serv.

Accounts Payable process

  • Any mailed invoices will be scanned and emailed to the person who ordered it.
  • Any emailed invoices will be forwarded to the person who ordered it.
  • Fillable digital copies of expense reports and requisitions are available on the portal in forms repository form location
  • Signatures that are scanned and sent are preferable, but in the event that is not possible A/P will accept an email that specifies (what company, invoice number and amount, account number to charge, as well as stating it is approved for payment) and use that as my approval/requisition. The key is that the email needs to specify which invoice/expense report is being approved.
  • All scans/emails for accounts payable can be sent to laura.prahl@cuw.edu <mailto:laura.prahl@cuw.edu>
  • A/P still needs to see approvals from the normal people.
  • We will accept scans of expense reports and receipts at this time.
  • Please keep the originals of the scans you send to AP in a file to send in at a later date.

Accounts Receivable process

  • All mail received that is not for the Business Office will be taken down to the mail room for the mail center to distribute appropriately
  • All departments that need to send mail to the Business Office should be taken down to the mail room for the mail center to distribute to the Business Office
  • All staff deposits need to be sent via mail or through interoffice mail with the Staff Deposit Form for processing

Payroll/HR

  • Hourly employees who are working must still submit hours electronically via the online timesheets
  • Hourly employees who wish to use sick/vacation hours must also submit electronically via online timesheets
  • Timesheet schedules will remain, please follow the 2020 electronic payroll schedule for submitting
  • Approvers must still approve online by the required deadlines, as outlined in the electronic payroll schedule
W4, 1st page of I9, and direct deposit forms can be:
  • mailed to HR (CUW or CUAA)

    Attn: Human Resources, 12800 N Lake Shore Dr, Mequon, WI 53097 or
    Attn: Human Resources, 4090 Geddes Rd, Ann Arbor, MI 48105

  • emailed to sarah.gartman@cuw.edu (CUW) or barb.walther@cuaa.edu (CUAA) with encryption/password
  • faxed to 262-243-3414
2nd page of I9:
  • Set up a Zoom appointment with adjunct & Sarah Gartman (if CUW) or Barb Walther (if CUAA)
  • Adjunct should have either passport, or two appropriate forms of ID (typically Driver’s License and SS Card) with them for the call
  • HR will virtually attest to the documents, once we open for normal business, they will need to come in within 3 days to have the documents verified in person

If the adjunct is out-of-state/not local, please follow the procedures for having the I9 completed remotely. Any I9s approved virtually must be attested to in person once we resume normal business and if the adjunct is not local, we won’t be able to do that.

If adjunct is local:

W4, 1st page of I9, and direct deposit forms can be:
  • mailed to HR (CUW or CUAA)

    Attn: Human Resources, 12800 N Lake Shore Dr, Mequon, WI 53097 or
    Attn: Human Resources, 4090 Geddes Rd, Ann Arbor, MI 48105

  • emailed to sarah.gartman@cuw.edu (CUW) or barb.walther@cuaa.edu (CUAA) with encryption/password
  • faxed to 262-243-3414
2nd page of I9:
  • Set up a Zoom appointment with adjunct & Sarah Gartman (if CUW) or Barb Walther (if CUAA)
  • Adjunct should have either passport, or two appropriate forms of ID (typically Driver’s License and SS Card) with them for the call
  • HR will virtually attest to the documents, once we open for normal business, they will need to come in within 3 days to have the documents verified in person

If in paper format at CUW, drop off under door of Human Resources (S104A)-Someone will be in once per week to collect or at the Human Resource office at CUAA – Will be checked periodically.

OR

Submit electronically for Mequon/Online/Centers to sarah.gartman@cuw.edu or Ann Arbor can send to Barb.Walther@cuaa.edu.

Must still be appropriately “signed”, but we do not require the wet signature

  • Option 1: Full signed, just scan/send picture and submit via email
  • Option 2: Electronically sign PDF and submit via email
  • Option 3 (“worst case scenario”): Forward emailed supervisor approval along with unsigned requisition. (Please only do this if you cannot for some reason get the PDF signed. I will print the
    emails with the reqs for auditing purposes) Email must have some linking
    information, (Example “$350.00, approved for INSERT NAME for invoice dated 3/23/30” with SUPERVISOR electronic signature.)

Thank you for your cooperation and patience during this time.

Blessings,
Kim Masenthin
Director of Human Resources

Categories: Faculty / Staff