ACCOUNTS PAYABLE WORKSHOP JANUARY 31, 2007

338 views
316 views

Published on

Published in: Economy & Finance, Business
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
338
On SlideShare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
9
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

ACCOUNTS PAYABLE WORKSHOP JANUARY 31, 2007

  1. 1. ACCOUNTS PAYABLE WORKSHOP JANUARY 31, 2007
  2. 2. TODAY’S TOPICS <ul><li>MasterCard Travel Card </li></ul><ul><li>MasterCard Small Purchase Charge Card </li></ul><ul><li>Banner </li></ul><ul><li>Year End </li></ul><ul><li>Travel Guidelines </li></ul>
  3. 3. MasterCard Travel Card <ul><li>Personal liability card </li></ul><ul><li>You pay the bill </li></ul><ul><li>Bill is payable in full upon receipt </li></ul><ul><li>Only for meals and hotel </li></ul>
  4. 4. MasterCard Travel Card <ul><li>Application is available at http://www.longwood.edu/finance/GE MASTERCARD.htm </li></ul><ul><li>Print, complete and send to Sylvia Schutt in Accounts Payable </li></ul>
  5. 5. MasterCard Small Purchase Charge Card <ul><li>Your package is due on the 7 th of the month </li></ul><ul><li>You may only purchase items paid for with State funds </li></ul><ul><li>A receipt must accompany each transaction </li></ul>
  6. 6. MasterCard Small Purchase Charge Card <ul><li>The approved RTA must be attached for registrations and airline tickets (or any other payment that involves travel). </li></ul><ul><li>Remember to check your per diem amounts for food and lodging </li></ul><ul><li>List of persons and reason for food purchased </li></ul>
  7. 7. MasterCard Small Purchase Charge Card <ul><li>Use your old FRS codes on the log sheet unless your budget was added after July 1. </li></ul><ul><li>You may put the Banner code after the FRS account number. </li></ul>
  8. 8. MasterCard Small Purchase Charge Card <ul><li>Please use the current form that has the eVA information included. </li></ul><ul><li>Total like account codes – such as 1209,1309, 2209 </li></ul><ul><li>Make sure the total of your Cover Sheet equals your bill. </li></ul>
  9. 9. MasterCard Small Purchase Charge Card QUESTIONS??
  10. 10. BANNER <ul><li>Make sure you are in the correct fiscal year and month. </li></ul><ul><li>Agency Accounts are only available to view in Internet Native Banner (INB) – Contact Dawn Peebles at 2892 for balances. </li></ul><ul><li>Remember to Uncheck the “include revenue accounts” box. </li></ul>
  11. 11. BANNER <ul><li>Self Service Banner Training will be held on February 9 th at 8:30 am and 2:30 pm. </li></ul><ul><li>Email Mary Hood at [email_address] if you need to sign up </li></ul><ul><li>This is only for new users </li></ul>
  12. 12. BANNER <ul><ul><li>YOUR QUESTIONS?? </li></ul></ul>
  13. 13. YEAR END <ul><li>Please review the year end memo posted on our website under “What’s New” at http://www.longwood.edu/finance/index.htm </li></ul><ul><li>MasterCard orders need to be processed as soon as possible. </li></ul>
  14. 14. TRAVEL GUIDELINES 2007
  15. 15. Overtime Meals <ul><li>All reimbursement requests for Overtime Meals require departure and return times. </li></ul><ul><li>Scheduled work hours and overtime hours worked for overtime meals must be included on the voucher. </li></ul><ul><li>Overtime meals are considered taxable wages according to IRS regulations and will be coded to account 71287. </li></ul>
  16. 16. Commuter Miles <ul><li>Commuting mileage and other commuting costs incurred on normal workdays are considered a personal expense and are not reimbursable. </li></ul><ul><li>Travel routing, whether by public transportation, privately-owned vehicle or for-hire conveyance, shall be the most direct practicable route. </li></ul>
  17. 17. Mileage Rates <ul><li>Current IRS rate - $.485 - when a personally owned vehicle is cost justified or a State-owned vehicle is not available </li></ul><ul><li>Reduced rate - $.246 </li></ul><ul><li>These rates automatically calculate on the RTA Form as well as the Travel Reimbursement Voucher. </li></ul>
  18. 18. Trip Calculator <ul><li>Use for trips over 100 miles. </li></ul><ul><li>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. </li></ul>
  19. 19. Enterprise Car Rentals <ul><li>Enterprise Car Rentals must be put on the traveler’s 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. </li></ul>
  20. 20. EDI <ul><li>Direct Deposit for travelers is mandatory. All travel reimbursements will be made using EDI. Please print and fill out the form on our website. </li></ul><ul><li>http://www.longwood.edu/finance/travel_guidelines_main.htm </li></ul><ul><li>Please send to Ellen Ranson in Lancaster 215C. </li></ul>
  21. 21. Boarding Passes <ul><li>Boarding Passes are required for all air and rail reimbursements made directly to employees. </li></ul><ul><li>There are no exceptions to this rule. </li></ul>
  22. 22. Travel Packages <ul><li>Travel packages must include the number and type of meals as well as a copy of the registration that lists the itinerary. </li></ul><ul><li>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. </li></ul>
  23. 23. Excessive Lodging <ul><li>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. </li></ul>
  24. 24. M&IE Rate <ul><li>Please check the website for current rates for Lodging and Meals and Incidentals. </li></ul><ul><li>http://www.longwood.edu/finance/travel_guidelines_main.htm </li></ul>
  25. 25. TRAVEL QUESTIONS???
  26. 26. ACCOUNTS PAYABLE STAFF <ul><li>Randy Sherrod – Controller - 2929 </li></ul><ul><li>Sylvia Schutt – Acting Accounts Payable Director - 2721 </li></ul><ul><li>Ellen Ranson – Accounts Payable Manager - 2271 </li></ul><ul><li>Kerri Boyd – Accounts Payable Staff - 2634 </li></ul><ul><li>Laurie Kennon – Accounts Payable Staff - 2726 </li></ul><ul><li>Steve Kerns – Accounts Payable Staff – 2265 </li></ul><ul><li>Mary Hood – Banner Admin Assistant - 2606 </li></ul>

×