Finance Forum
January 2008

The January 2008 Finance Forums were held on January 22 and January 24. Topics included presentations from Accounts Payable and the College of Business.

Linda Houser, College of Business, presented on Faculty Recruitment Procedures (AACP Module 1.3). Linda gave an overview of the recruitment process at JMU and spoke about a letter the College of Business sends to faculty candidates regarding what is and is not reimbursable while at the University for an interview. Other highlights of Linda’s presentation include:

• A Travel Authorization (TA) must be signed by the Dept. Head and VP/AVP/Dean/Assistant or Associate Dean or director prior to the candidate incurring any expenses.
• The candidate may sign the TA and the Travel Reimbursement Voucher while on campus.
• Most area hotels will direct bill for rooms. The department should submit an accounting voucher and invoice (upon receipt) to Accounts Payable for processing. Direct bill charges for phone calls, internet connections, and meals are not reimbursable through the state.
• One Business Meal Certification Form (BMCF) must be completed for each candidate meal. Appropriate signatures, amount, meal date, name and address of dining facility, and those who attended must be included. All meals must fall within per diem. Justification must be given for meals over 150%.
• Faculty in-home entertainment is allowable for prospective employees. Itemized receipts and completion of BMCF and expense voucher are required.
• Reimbursement to the candidate must be completed on the Travel Expense Reimbursement Voucher. This must contain the TA#, candidate name, address, and SSN (not to be stored in departmental files).
• Faculty candidate expenses are limited to 3 days.
• Meal reimbursements (candidate and 3 faculty):
  • Faculty/Candidate spouses are generally not reimbursable
  • Per Diem includes tax and 15% tip
  • Itemized receipt required—no alcohol!
• For questions, you may contact Linda at x83278 or houserll, or Jayne Sorel at x88019 or sorelij

Diana Davis, Accounts Payable, presented on Payable Processing and Prompt Pay (AACP Modules 1.1 and 1.2). Highlights of Diana’s presentation include:

• All University expenditures must meet the following criteria: be necessary, be reasonable, and directly related to the goals and mission of the University.
• All invoices submitted to AP must include the vendor name and address, FIN (vendor) or SS# (individual), vendor invoice number, vendor invoice date, description of goods and services, and amount being paid.
• For all purchases over $5000, procurement documentation and receiving reports and bill of lading must be included.
• If you receive a fax by Accounts Payable regarding an invoice to be paid within 5 business days, please reply to Accounts Payable if an issue has arisen with the purchase! Otherwise, the invoice will be paid.
• Prompt Pay is the Commonwealth’s Prompt Pay Act and mandates that payment shall be due to the vendor thirty days after receipt of proper invoice or material/service, whichever is later. Prompt Pay is a Management standard that the University is rated on annually.
• For any vendor the University does business with, the vendor must have a W–9 on file with the University before payment is processed. (Those with access to the Finance System were shown in November’s Finance Forum how to determine if a W–9 is on file).
• Maximum prepayment is 90 days. To request an exception, a Word memo attached in an email should be sent to Sharon Rodgers. This will be forwarded to the Department of Accounts (DOA) in Richmond for approval.
• Incentives with a value limit of $25 per item may be randomly awarded to a member of the group of participants. Gift cards are not to be given as incentives. Incentives are to be coded 141300.
• For questions, you may contact Diana at x86265 or davisdl.

Jennifer Dellinger, Accounts Payable, presented on MasterCard Small Purchase and Travel Charge Cards (AACP Module 1.5). Highlights include:

• The Small Purchase Charge Card (SPCC) is used by the department to pay for purchases under $5000. The bill is paid monthly by JMU. The Travel Credit Card is used to pay for travel related expenses by the cardholder. The cardholder receives reimbursement from the University. The cardholder is responsible for paying the monthly bill.
• Items that are not allowed on the SPCC include hotels, restaurants, items that could be provided by Facilities Management, furniture, cell phones/pagers, copiers, alcohol, narcotics/drugs, firearms, leases, gifts, etc.
• Departments must reconcile their SPCC online each month. Training via IT Training is offered monthly. Enroll via J–Ess.
• Gift cards (declining balance cards) to WalMart, Lowe’s, etc. must be reconciled using the Gift Card Log found on Accounts Payable’s website. This log is auditable by Accounts Payable!
• Never fax your entire SPCC #! Never store your entire SPCC # in your files (including the monthly statement from MasterCard).
• The travel card can be used for hotels, meals, gas, air/rail/mass transit tickets, conference registration fees, business meals, etc. Personal charges and retail purchases are not allowed on the travel card.
• An application for both the SPCC and the travel card can be found on the Accounts Payable website at: http://www.jmu.edu/accountspayable/
• For questions, you may contact Jennifer at x87396 or dellinjx or Tanya Shifflett at x87395 or shiffltl.