Your package is due on the 7th of the month ... Travel Pack

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• ACCOUNTS PAYABLE
• WORKSHOP
• JANUARY 31, 2007

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TODAYS TOPICS

• MasterCard Travel Card
• MasterCard Small Purchase Charge Card
• Banner
• Year End
• Travel Guidelines

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MasterCard Travel Card

• Personal liability card
• You pay the bill
• Bill is payable in full upon receipt
• Only for meals and hotel

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MasterCard Travel Card

• Application is available at http//www.longwood.ed
  u/finance/GE MASTERCARD.htm
  
• Print, complete and send to Sylvia Schutt in
  Accounts Payable
  

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MasterCard Small Purchase Charge Card

• Your package is due on the 7th of the month
• You may only purchase items paid for with State
  funds
  
• A receipt must accompany each transaction

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MasterCard Small Purchase Charge Card

• The approved RTA must be attached for
  registrations and airline tickets (or any other
  payment that involves travel).
  
• Remember to check your per diem amounts for food
  and lodging
  
• List of persons and reason for food purchased

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MasterCard Small PurchaseCharge Card

• Use your old FRS codes on the log sheet unless
  your budget was added after July 1.
  
• You may put the Banner code after the FRS account
  number.
  

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MasterCard Small Purchase Charge Card

• Please use the current form that has the eVA
  information included.
  
• Total like account codes such as 1209,1309,
  2209
  
• Make sure the total of your Cover Sheet equals
  your bill.
  

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MasterCard Small Purchase Charge
Card QUESTIONS??
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BANNER

• Make sure you are in the correct fiscal year and
  month.
  
• Agency Accounts are only available to view in
  Internet Native Banner (INB) Contact Dawn
  Peebles at 2892 for balances.
  
• Remember to Uncheck the include revenue
  accounts box.

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BANNER

• Self Service Banner Training will be held on
  February 9th at 830 am and 230 pm.
  
• Email Mary Hood at hoodmf_at_longwood.edu if you
  need to sign up
  
• This is only for new users

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BANNER

• YOUR QUESTIONS??

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YEAR END

• Please review the year end memo posted on our
  website under Whats New at http//www.longwood.
  edu/finance/index.htm
  
• MasterCard orders need to be processed as soon as
  possible.
  

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TRAVEL GUIDELINES2007
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Overtime Meals

• All reimbursement requests for Overtime Meals
  require departure and return times.
  
• Scheduled work hours and overtime hours worked
  for overtime meals must be included on the
  voucher.
  
• Overtime meals are considered taxable wages
  according to IRS regulations and will be coded to
  account 71287.

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Commuter Miles

• Commuting mileage and other commuting costs
  incurred on normal workdays are considered a
  personal expense and are not reimbursable.
  
• Travel routing, whether by public transportation,
  privately-owned vehicle or for-hire conveyance,
  shall be the most direct practicable route.

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Mileage Rates

• Current IRS rate - .485 - when a personally
  owned vehicle is cost justified or a State-owned
  vehicle is not available
  
• Reduced rate - .246
• These rates automatically calculate on the RTA
  Form as well as the Travel Reimbursement Voucher.

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Trip Calculator

• Use for trips over 100 miles.
• When preparing for a trip, the traveler should
  visit the OFMS (Office of Fleet Management
  Services) website www.dgs.virginia.gov/fleet.aspx
  and use the trip calculator to determine the
  vehicle cost for their proposed trip.

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Enterprise Car Rentals

• Enterprise Car Rentals must be put on the
  travelers MasterCard Travel Card unless the
  Department has a specific release in writing from
  the Materiel Management Office approving the
  rental be put on the MasterCard Small Purchase
  Charge Card.

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EDI

• Direct Deposit for travelers is mandatory. All
  travel reimbursements will be made using EDI.
  Please print and fill out the form on our
  website.
• http//www.longwood.edu/finance/travel_guidelines
  _main.htm
  
• Please send to Ellen Ranson in Lancaster 215C.

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Boarding Passes

• Boarding Passes are required for all air and rail
  reimbursements made directly to employees.
  
• There are no exceptions to this rule.

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Travel Packages

• Travel packages must include the number and type
  of meals as well as a copy of the registration
  that lists the itinerary.
  
• If a continental breakfast or reception is
  offered as part of the travel event and the
  food/timing is sufficient to serve as a meal, the
  traveler must reduce the per diem by the
  appropriate allowance amount.

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Excessive Lodging

• Excessive lodging must be requested prior to
  travel on the RTA in advance with sufficient
  justification and the approval of the
  President/designee or the reimbursement will be
  reduced to the standard rate.

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MIE Rate

• Please check the website for current rates for
  Lodging and Meals and Incidentals.
  
• http//www.longwood.edu/finance/travel_guidelines_
  main.htm

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TRAVEL QUESTIONS???
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ACCOUNTS PAYABLE STAFF

• Randy Sherrod Controller - 2929
• Sylvia Schutt Acting Accounts Payable Director
  - 2721
  
• Ellen Ranson Accounts Payable Manager - 2271
• Kerri Boyd Accounts Payable Staff - 2634
• Laurie Kennon Accounts Payable Staff - 2726
• Steve Kerns Accounts Payable Staff 2265
• Mary Hood Banner Admin Assistant - 2606