ACCOUNTS PAYABLEACCOUNTS PAYABLEWORKSHOPWORKSHOP

JANUARY 31, 2007JANUARY 31, 2007

TODAY’S TOPICSTODAY’S TOPICSMasterCard Travel CardMasterCard Travel CardMasterCard Small MasterCard Small

Purchase Charge CardPurchase Charge CardBannerBannerYear EndYear EndTravel GuidelinesTravel Guidelines

MasterCardMasterCard TravelTravel CardCard

Personal liability cardPersonal liability card You pay the billYou pay the bill Bill is payable in full upon Bill is payable in full upon

receiptreceipt Only for meals and hotelOnly for meals and hotel

MasterCardMasterCard Travel Travel CardCard

Application is available at Application is available at http://www.longwood.edu/finance/Ghttp://www.longwood.edu/finance/GE MASTERCARD.htmE MASTERCARD.htm

Print, complete and send to Sylvia Print, complete and send to Sylvia Schutt in Accounts PayableSchutt in Accounts Payable

MasterCardMasterCard Small Small PurchasePurchase

Charge Card Charge Card

Your package is due on the 7Your package is due on the 7thth of the of the monthmonth

You may only purchase items paid You may only purchase items paid for with State fundsfor with State funds

A receipt must accompany each A receipt must accompany each transactiontransaction

MasterCard Small MasterCard Small Purchase Purchase

Charge CardCharge Card

The approved RTA must be attached for The approved RTA must be attached for registrations and airline tickets (or any registrations and airline tickets (or any other payment that involves travel).other payment that involves travel).

Remember to check your per diem Remember to check your per diem amounts for food and lodgingamounts for food and lodging

List of persons and reason for food List of persons and reason for food purchasedpurchased

MasterCard Small MasterCard Small PurchasePurchase

Charge CardCharge Card

Use your old FRS codes on the log Use your old FRS codes on the log sheet unless your budget was added sheet unless your budget was added after July 1.after July 1.

You may put the Banner code after You may put the Banner code after the FRS account number.the FRS account number.

MasterCard Small MasterCard Small Purchase Charge CardPurchase Charge Card

Please use the current form that has Please use the current form that has the eVA information included.the eVA information included.

Total like account codes – such as Total like account codes – such as 1209,1309, 22091209,1309, 2209

Make sure the total of your Cover Make sure the total of your Cover Sheet equals your bill.Sheet equals your bill.

MasterCard Small MasterCard Small Purchase Charge CardPurchase Charge Card

QUESTIONS??QUESTIONS??

BANNERBANNER

Make sure you are in the correct Make sure you are in the correct fiscal year and month.fiscal year and month.

Agency Accounts are only available Agency Accounts are only available to view in Internet Native Banner to view in Internet Native Banner (INB) – Contact Dawn Peebles at (INB) – Contact Dawn Peebles at 2892 for balances.2892 for balances.

Remember to Uncheck the “include Remember to Uncheck the “include revenue accounts” box.revenue accounts” box.

BANNERBANNER

Self Service Banner Training will be Self Service Banner Training will be held on February 9held on February 9thth at 8:30 am and at 8:30 am and 2:30 pm.2:30 pm.

Email Mary Hood at Email Mary Hood at hoodmf@longwood.eduhoodmf@longwood.edu if you need if you need to sign upto sign up

This is only for new usersThis is only for new users

BANNERBANNER

YOUR QUESTIONS??YOUR QUESTIONS??

YEAR ENDYEAR END

Please review the year end memo Please review the year end memo posted on our website under “What’s posted on our website under “What’s New” at New” at http://www.longwood.edu/finance/inhttp://www.longwood.edu/finance/index.htmdex.htm

MasterCard orders need to be MasterCard orders need to be processed as soon as possible. processed as soon as possible.

TRAVEL GUIDELINESTRAVEL GUIDELINES20072007

Overtime MealsOvertime Meals

All reimbursement requests for All reimbursement requests for Overtime Meals require departure and Overtime Meals require departure and return times.return times.

Scheduled work hours and overtime Scheduled work hours and overtime hours worked for overtime meals must hours worked for overtime meals must be included on the voucher.be included on the voucher.

Overtime meals are considered taxable Overtime meals are considered taxable wages according to IRS regulations and wages according to IRS regulations and will be coded to account 71287.will be coded to account 71287.

Commuter MilesCommuter Miles

Commuting mileage and other Commuting mileage and other commuting costs incurred on normal commuting costs incurred on normal workdays are considered a personal workdays are considered a personal expense and are not reimbursable.expense and are not reimbursable.

Travel routing, whether by public Travel routing, whether by public transportation, privately-owned transportation, privately-owned vehicle or for-hire conveyance, shall vehicle or for-hire conveyance, shall be the most direct practicable route.be the most direct practicable route.

Mileage RatesMileage Rates

Current IRS rate - $.485 - when a Current IRS rate - $.485 - when a personally owned vehicle is cost personally owned vehicle is cost justified or a State-owned vehicle is justified or a State-owned vehicle is not availablenot available

Reduced rate - $.246Reduced rate - $.246 These rates automatically calculate These rates automatically calculate

on the RTA Form as well as the Travel on the RTA Form as well as the Travel Reimbursement Voucher.Reimbursement Voucher.

Trip CalculatorTrip Calculator

Use for trips over 100 miles.Use for trips over 100 miles. When preparing for a trip, the When preparing for a trip, the

traveler should visit the OFMS traveler should visit the OFMS (Office of Fleet Management (Office of Fleet Management Services) website Services) website www.dgs.virginia.gov/fleet.aspxwww.dgs.virginia.gov/fleet.aspx and and use the trip calculator to determine use the trip calculator to determine the vehicle cost for their proposed the vehicle cost for their proposed trip.trip.

Enterprise Car RentalsEnterprise Car Rentals

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

EDI EDI

Direct Deposit for travelers is mandatory. Direct Deposit for travelers is mandatory. All travel reimbursements will be made All travel reimbursements will be made using EDI. Please print and fill out the using EDI. Please print and fill out the form on our website.form on our website.

http://www.longwood.edu/finance/travel_ghttp://www.longwood.edu/finance/travel_guidelines_main.htmuidelines_main.htm

Please send to Ellen Ranson in Lancaster Please send to Ellen Ranson in Lancaster 215C.215C.

Boarding PassesBoarding Passes

Boarding Passes are required for Boarding Passes are required for all air and rail reimbursements all air and rail reimbursements made directly to employees.made directly to employees.

There are no exceptions to this There are no exceptions to this rule.rule.

Travel PackagesTravel Packages

Travel packages must include the Travel packages must include the number and type of meals as well as a number and type of meals as well as a copy of the registration that lists the copy of the registration that lists the itinerary.itinerary.

If a continental breakfast or reception is If a continental breakfast or reception is offered as part of the travel event and offered as part of the travel event and the food/timing is sufficient to serve as a the food/timing is sufficient to serve as a meal, the traveler must reduce the per meal, the traveler must reduce the per diem by the appropriate allowance diem by the appropriate allowance amount.amount.

Excessive LodgingExcessive Lodging

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

M&IE RateM&IE Rate

Please check the website for Please check the website for current rates for Lodging and current rates for Lodging and Meals and Incidentals.Meals and Incidentals.

http://www.longwood.edu/http://www.longwood.edu/finance/finance/travel_guidelines_main.htmtravel_guidelines_main.htm

TRAVEL TRAVEL QUESTIONS???QUESTIONS???

ACCOUNTS PAYABLE ACCOUNTS PAYABLE STAFFSTAFF

Randy Sherrod – Controller - 2929Randy Sherrod – Controller - 2929 Sylvia Schutt – Acting Accounts Payable Sylvia Schutt – Acting Accounts Payable

Director - 2721Director - 2721 Ellen Ranson – Accounts Payable Manager - Ellen Ranson – Accounts Payable Manager -

22712271 Kerri Boyd – Accounts Payable Staff - 2634Kerri Boyd – Accounts Payable Staff - 2634 Laurie Kennon – Accounts Payable Staff - Laurie Kennon – Accounts Payable Staff -

27262726 Steve Kerns – Accounts Payable Staff – 2265Steve Kerns – Accounts Payable Staff – 2265 Mary Hood – Banner Admin Assistant - 2606Mary Hood – Banner Admin Assistant - 2606