Wilson Hall with mountain in the background

Tina Wells

Manager of Accounts Payable

Contact Info

**FINANCE SPECIAL ANNOUNCEMENT**

UPDATE: On June 5, 2020, Governor Northam issued Executive Order 65 'Phase Two Easing of Certain Temporary Restrictions Due to Novel Coronavirus (COVID-19)'. Though this order expired Executive Order 55, it continues to prohibit all official travel outside of Virginia by state employees.

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UPDATE: On March 30, 2020, Governor Northam issued Executive Order 55 ‘Temporary Stay at Home order Due to Novel Coronavirus (COVID-19)’. This executive order continues to restrict travel for all Virginians and is in effect until June 10, 2020.

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On March 12, 2020, Governor Northam declared a state of emergency on the Commonwealth of Virginia in response to the continued spread of novel coronavirus, or COVID-19.

This included a ban on official travel outside of Virginia by state employees for 30 days (through April 12th), which will be reconsidered at that time.

As a result of these actions University personnel should be actively in the process of cancelling travel plans previously booked in an effort to receive refunds and/or credits to the University.  The guidelines below have been developed to help departments navigate through this process.

In planning any future travel, please keep in mind that the purchase of travel insurance continues to be an unallowable expense.

Travel Cancellation Guidance Regarding COVID-19

Note:  If requesting reimbursement via Chrome River, please begin each Expense Report’s Business Purpose field with the term “COVID CANCELLATION”

Air and Rail

If you purchased a non-refundable ticket, either paid by a personal credit card or the SPCC, the traveler will need to contact the vendor directly to cancel the services, as soon as possible.  Each vendor policy is different in their response to COVID-19, so seek a full refund first.  Keep the correspondence between the vendor and traveler.  If a refund is granted and you used the SPCC, the credit should be placed back on the SPCC.  In some cases, vendors are waiving cancellation penalties or they may give a “credit” or “voucher” (minus any cancellation penalty) which can be used in the future.  Those who paid for their tickets using a personal credit card, the university will reimburse the traveler for any out-of-pocket expenses as a result of cancellation with documentation from the vendor.  If the vendor issues credits for future use, these credits must be used for business travel.  They cannot be used for personal travel.  If you use any portion of the unused ticket or vendor credit for personal travel, you are required to pay the university back for the cost of the ticket per State policy.  Chrome River will be used to seek personal reimbursement.  Please make sure the proper airline documentation is attached, along with the vendor correspondence and cancellation documentation. 

Lodging

Due to some hotels charging for non-canceled reservations, the traveler MUST contact the hotel immediately to cancel the reservation.  If the traveler is negligent in canceling reservations, the traveler will not be reimbursed.  Travelers will be reimbursed in Chrome River for hotel cancellation charges as long as the employee demonstrates their attempt to cancel the reservations and attaches any documentation received from the hotel. 

Conference Fees

Contact the event registration to see if they will grant a refund for the conference.  If this was paid for by the SPCC, the credit should be placed back on the SPCC.  Chrome River will be used for personal reimbursement with proper documentation from the vendor attached.

** END SPECIAL ANNOUNCEMENT**


Services we provide:

  • Vendor Payments/Disbursements
  • Travel Administration
    • Travel Guidelines and Procedures
    • Travel Charge Card Program
    • Chrome River Electronic Travel and Reimbursement System
  • Local Funds Disbursements and Individual Reimbursements

 

Departmental email: acctspayable@jmu.edu

Main Number:  540/568-7397

 


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