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Resources Campus Safety/Security
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Finance and Administration Policies CREDIT CARD, GENERAL COMMENTS: Receipts are required to substantiate all credit card purchases, expense reimbursement, cash advances, and check requests. If there is no receipt, the employee will be responsible for the amount of the charge if a College credit card was used, or will not be reimbursed if on an expense report. For IRS purposes, restaurant receipts for meals attended by College employee(s) and/or guests must include the name(s) of the individuals present, their business relationship, and the business purpose (ie: Relationship - consultant; Purpose - potential donor). Itemized hotel/motel receipts are required. The credit card receipt alone will not be accepted. Items of a personal nature such as movie rentals, personal gifts from the hotel/motel gift shop, or the in-room bar are not considered to be College expenses and are deemed the responsibility of the employee, unless the business purpose is properly documented (refer to paragraph above: “For IRS …….”). It is the responsibility of the employee to make sure that credit card statements are received in the Treasurer’s Office in time to be paid on or before the due date (see section on credit cards). Checks are processed every Thursday. To meet the Thursday deadline, all cash advance requests, check requests, and expense reports must be received by the end of the day on Tuesday. COLLEGE CREDIT CARD: The cutoff date for statements issued on St. Joseph’s College Mastercard credit cards is the 26th of each month. The payment due date is the 20th of the month (or business day closest to the 20th if the 20th falls on a weekend or holiday) following the month in which the billing cycle cutoff date occurs. When the statement is received, it should be carefully reviewed, a receipt substantiating each charge must be attached to the statement, each charge properly coded, and the statement must be submitted to the department head for signature and authorization to pay. Statements authorized for payment, and attached receipts, must be submitted to the Treasurer’s Office for payment not later than the end of the day on the 10th of the month following the month in which the statement billing cutoff occurred. (Ex: If the statement cutoff date is September 26th, the statement must be received in the Treasurer’s Office by the end of the day October 10th). Finance charges and late fees for statements not submitted to the Treasurer’s Office in time to be paid by the due date will be charged to the employee to which the card is issued. College credit card purchases for personal items/services are not allowed (with the exception of some hotel/motel charges. Refer to the “General Comments”section). These costs are to be reimbursed to the College by the employee. Reimbursement must accompany the credit card statement when it is submitted to the Treasurer’s Office for payment. Failure to remit amount due with the statement will result in revocation of the credit card. College business related charges not substantiated with a receipt will be the responsibility of the employee and will be due to the College. The credit card must be turned in to the Treasurer’s Office upon resignation/termination of employment. EXPENSE REIMBURSEMENT: Expense reports must be accurately completed with dates, descriptions, amounts, subtotals, totals and proper codes. Expense reports require receipts for each item on the report with the exception of mileage. The mileage rate used to calculate mileage reimbursement when personal vehicles are used for College business will be in accordance with IRS guidelines effective January 1, 2006. The Treasurer’s Office will provide you with this rate. When College owned vehicles or rental vehicles are used for College business, the employee will be reimbursed for the actual purchase price of the gasoline. The purchase must be substantiated with a receipt. Expense report forms may be obtained from the Treasurer’s office or by calling extension 7751 and requesting the electronic version. Expenses not substantiated with a receipt will not be reimbursed. Expense reports must be signed by the individual submitting the report and signed and authorized for payment by the department head. CASH ADVANCE: Requests for cash advances must be submitted on a “Check/Cash Advance Request” form. These may be obtained in the Treasurer’s Office. The Check/Cash Advance Request form must be properly completed, coded, signed by the individual requesting the advance, and signed and authorized by the department head. The request should include the reason for the advance, the date of the event/purchase, and, in the case of an event, the sponsoring group or organization. An expense report should be completed within seven (7) days of the event/purchase, subtracting the amount of the advance from the total spent to arrive at the amount due to the employee or due to the College. Procedures for filing an expense report are noted above under “Expense Reimbursement”. Athletic coaches requesting cash advances, which will be disbursed to athletes for meals when traveling to and from athletic events, are required to have each student athlete sign a form acknowledging receipt of the money. This form is to be returned to the Treasurer’s Office to be attached to the original cash advance request within seven (7) days after the event along with any unspent portion of the advance. The Athletic department has its own form designed specifically for travel cash advances. A standard “Check/Cash Advance Request” form is not used. No expense report is required. Any individual or department requesting a cash advance who has not submitted to the Treasurer’s Office receipts/documentation for a prior cash advance will have their request denied until such time as the receipts/documentation for the prior advance are received. CHECK REQUESTS: Check requests must be properly completed to include the date the check is requested, the person or vendor to whom the check should be made out, the amount, the proper code, the business purpose, and substantiated by an attached receipt. It must be signed by the individual requesting the check and signed and authorized for payment by the department head. Check requests may be obtained from the Treasurer’s Office. The only time a Check/Cash Advance Request should be used is for a cash advance or an unusual, out of the ordinary circumstance. When there is a vendor invoice, registration form, or other form of remittance advice, no Check/Cash Advance Request is required. The vendor invoice, registration form, or other form of remittance advice or copy thereof may be coded, signed, and authorized for payment by those individuals given the authority to authorize payment. POLICY AND PROCEDURES FOR EMPLOYEES RENTING VEHICLES FOR COLLEGE BUSINESS: All employees renting a vehicle for College business must use the corporate KeyBank Mastercard to rent a vehicle. Mastercard provides up to 31 consecutive days of car rental insurance automatically when you use the KeyBank Mastercard to pay for rentals. It also provides the individual with $250,000 in Travel Accident Insurance in case of death or dismemberment at no charge to you or the College. Accordingly, there is no need to elect to obtain insurance through the car rental company for all domestic (in the United States) car rentals. (This Policy does not apply to car rentals abroad. It is required that all employees renting vehicles abroad purchase liability insurance at the time of the rental).
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