Special Instructions for Processing Payroll, Invoices and Reimbursements as We Work Remotely

Dear Amherst Community,

With the recently announced move to remote working for much of our staff, we want to communicate guidance on how we will maintain essential business services. It is our top priority to ensure that we are processing payroll and vendor payments accurately and on schedule. To do so, we will need your help and effort. As such, we are providing you with the following guidance on submitting information needed to execute payroll, business expense reimbursements and vendor payments.

Instructions for Approving Time for Student and Casual Employees

Spreadsheets have been created for casual and student employees for approved time. Supervisors should complete the applicable spreadsheet for their student and causal employees and return it to Payroll electronically at payroll@amherst.edu. No additional documentation is needed. Also, no signature is required from the supervisor; the email, along with the spreadsheet, serves as the approval. We are not requiring casual and student employees to submit this document to Payroll.

Spreadsheets for Approving Time for Student and Casual Employees

Supervisors' Approved Time Sheet for Casual Employees

Supervisors' Approval Sheet for Student Employees

The spreadsheets are also attached below.

 Timeline for Spreadsheet Submissions

  • Student Payroll Spreadsheets should be submitted by the supervisors bi-weekly, by 5 p.m. Monday (beginning the week ending March 28, 2020).
  • Casual Payroll Spreadsheets should be submitted by the supervisors weekly, by 5 p.m. Monday (beginning week ending March 21, 2020).

Instructions for Non-exempt Time Approval & Adjustments

Payroll for non-exempt employees will be pre-loaded according to scheduled hours. No spreadsheet submission is needed from a supervisor unless there is an adjustment needed, such as differences in hours worked or use of leave times (e.g., vacation, sick, etc.). Should there be an adjustment to these hours, supervisors should email details of the adjustment to payroll@amherst.edu. No spreadsheet is required. Any adjustments will be reflected on the next payroll cycle.



Accounts Payable/Reimbursements/Pay Advices/Mailing Checks to Employees

Any vendor/consultant payments or employee reimbursements should be submitted by the approving supervisor (also dated, with the appropriate accounting or fund number). The invoice or reimbursement can then be sent to accountspayable@amherst.edu

Please note that at this time Pay Advices will not be printed nor mailed to you. You can view your pay advice on AC Data.

Should you currently receive a physical check, your physical check will be mailed to your home address instead of your AC Box#.

Should you have any questions, please contact Debbie Edwards (dedwards@amherst.edu, 413-542-2813).

Welcome to Shared Services

Our mission is to support the Amherst College community by providing high-quality operational support in the areas of Human Resources, Payroll, Accounts Payable, and Procurement. We are committed to improving the experience of Faculty, Staff, and Students. We are also committed to the on-going development of staff expertise.

Our office is located at 380 Russell Street, Suite 240, Hadley, MA. You can also visit our contacts page to find contact information for each of our staff members.

Shared Services Overview

A row of chairs lined up on the Amherst College quad

Read about Shared Services, which will handle the day-to-day work associated with Payroll, Accounts Payable, Procurement and HR Services.

Electronic Tools to Ease Administrative Burden

“AC Data
The AC Data Employee Menu

Electronic Pay Advice

All employees can view and print their pay stub online via AC Data. Amherst is encouraging employees to “go green” by choosing not to receive a paper pay stub.

If you have direct deposit and would like to discontinue your paper pay stub, use the following steps:

  1. Log in to AC Data.
  2. Enter your Amherst College User ID and Password in the appropriate fields and click “Submit.”
  3. Click “Employees” on the right side of the screen.
  4. Select “Do Not Print My Pay Advice,” or contact the payroll office if you need further assistance.

The Travel Portal Menu

The Amherst College Travel Portal

Did you know that by using our Travel Portal, you do not have to use your own credit card to book air, rail, hotel or car reservations? In addition to the campus training that occur throughout the year, on demand Web-ex Training for the Travel Portal is also available for you to be trained at your own pace. We also have detailed instructions that we can email you for some of your frequently asked questions.

If you've not done so, please visit our Travel Portal, complete your profile, and book away!

Electronic Reimbursement Program

Employee reimbursements may now be transmitted electronically directly to your bank account. To enroll in this program, please visit our eReimbursement Program webpage and follow the instructions linked on the page. (See the example below.)

New online functionality allows employees to easily enter and change direct deposit bank account information for reimbursements.