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Payment OverviewThe bill is paid each
month from a clearing account and is paid exactly as billed. By the 15th of each month an entry is prepared by Accounting and Financial Reporting to record the transactions on Banner.
Payment OverviewoOnly items paid for with state funds may
be purchased using this card.oAgency, local, SGA, Foundation and Club
funds may not be used with this card.oPersonal items, cash advances, and
business expenses are not allowed (with the exception of air and rail tickets).
Log SheetsA log sheet must
be started on the 16th day of each month.
This log is to be filled out as items are ordered.
The log sheet is mandatory.
Log Sheets
DateDepartment NameCard HolderBanner IndexDate Ordered
Vendor NameDescriptionAccount CodePriceeVA Information
Account CodesAccount codes are specific to the type of
expense. The Hierarchy Report in the Banner Chart of
Accounts lists the specific account codes. http://www.longwood.edu/finance/acct.htm
The CAPP Manual at the Department of Accounts also gives a list of available codes. This list gives an explanation of each one.
http://www.longwood.edu/finance/acct.htm
Log Sheets
The log sheet will be completed on the 16th of each month.
Complete a separate log sheet for each Banner account that has purchases.
If an item is on the log sheet and not on the bill highlight and note on the log sheet (NOS) and make a copy of the log sheet to use for next month.
Log SheetsNote any discrepancies directly on the log
sheet.Attach all packing slips, invoices,notes,etc.
to back of log sheet.Each transaction must have some type of
documentation that shows a detail of what was purchased and what price was charged.
eVA documentation must be kept with your copies but you do not need to send to Accounting with your package.
Cover Sheet
Fill in total amount of each Banner Index adding like account codes.
Fill in eVA information on bottom of form.
Sign as Cardholder.Have your Supervisor approve.
VISA Card PackageAssemble the package in the following sequence:1. Cover Sheet2. Log Sheet3. Invoices or packing slips, notes, PO copies, RTA, etc.
4. Purchasing check off sheet
VISA Card Package
Send the entire original package to Sylvia Schutt in Accounting and Financial Reporting by the 7th of the month.
VISA Card Package
If your paperwork is not received in Accounting by the 7th of the month and you have not given prior notice that your report will be late you will be notified by an email that will also be sent to your Supervisor as well as the Vice President for Administration and Finance.
VISA Card Package
If your paperwork is still not received in a timely manner the email will be resent and will also go to your area Vice President.
Keep a copy of the entire package for your records.
Discrepancies
It is the cardholder’s responsibility to notify the vendor of any problems with the order or statement.
You may contact VISA Bank of America directly at 1-888-449-2273.
Tax
Purchases on this card are tax exempt with the exception of air/rail fares and special hotel charges.
It is the cardholder’s responsibility to ensure that any tax charged in error is credited.
Registrations
Please charge all registration fees for conferences, etc. to the VISA Card. The approved RTA must accompany the VISA Card package.
Air/Rail Tickets
Use your VISA Card to purchase Air or rail tickets.
A copy of the itinerary or ticket must be attached to the package as well as a copy of the RTA.
Special Hotel Arrangements
No tax is allowed except for on air/rail tickets or special hotel arrangements.
Special hotel arrangements refers to speakers or candidates housed in Farmville.
This may be secured by sending an email to [email protected] with the date, hotel, purpose and name of person housed.
Special Hotel ArrangementsIf you use this card
for special hotel arrangements you must have a copy of the release and the approved RTA with your package.
Special Hotel Arrangements
If your hotel charges exceed the state rate you must attach a copy of the approved overage documentation from the RTA.
Aramark InvoicesPlease use this card for all Aramark
purchases made with state funds.Meal payments require a list of names of all
persons fed.Only business meals are reimbursable and
there must be documentation showing the nature of the business.
Per diem rates must be adhered to.
Aramark Invoices
For invoices involving refreshments include the announcement/invitation if a list of persons is not available.
Remember refreshments are allowed only when an outside person is present.
A reason for the function is also required.
Internet PurchasesItems may be purchased
over the internet through a secure site.
This is noted by the site address as “HTTPS”.
This will not appear until you get to the ordering screen. A screen print of the secure site must be included in your package.
CreditsCredits must be
documented with a copy of the invoice and credit and any notes you may made.
If you have a $0.00 balance you don’t turn in any paperwork.
Special HelpsYour package is due
on the 7th of each month.
The amount on your package must match the statement.
If you have a $0.00 balance you do not send in any paperwork.
Securely staple your package together.
Only one cover sheet is allowed per cardholder.
Special HelpsWe are tax exempt.You may purchase over the internet.Use this card for Air/rail purchases.
Special HelpsDocument any
unusual purchases directly on the log sheet.
Make sure your paperwork is approved.
Documentation is of the greatest importance!!!!
Special Helps Card sharing is not allowed. Faxing of your account number is not permitted.
Do not email your account number.