Link to CCU Home Page
Link to Quick Links
Link to Search Link to CCU Home Page
Office of Financial Services
image for decoration
 
Accounts Payable Office
Warning: include(menu.html): failed to open stream: No such file or directory in /vol2/apache/htdocs/financialservices/ap/faq.html on line 31 Warning: include(): Failed opening 'menu.html' for inclusion (include_path='.:/php/includes:/vol2/apache/htdocs/includefiles:/vol2/apache/htdocs/includes:/usr/share/pear') in /vol2/apache/htdocs/financialservices/ap/faq.html on line 31

Frequently Asked Questions

Accounts Payable
Travel
ACCOUNTS PAYABLE
  • Process Forms Required
  • If I've had a Purchase Order generated, do I need to let anyone know when I receive the goods ordered?
  • Must I have an original receipt(s) when I request reimbursement for goods/supplies I have purchased for the University?
  • How long does it take to receive a personal reimbursement?
  • Who must approve personal reimbursements?
  • Can I approve my own Personal Reimbursement form?
  • Can I pay for food from a "10" account?
  • When do I need to complete a Food Expense Pre-Approval Form?
  • How do I complete a Food Expense Pre-Approval Form?
  • How do I pay Aramark when I have food catered?
  • What do I do with a packing slip that I receive?
  • What if items I receive are different from those listed on my Purchase Order (more than I ordered of one or more items OR a different item that was not listed)?
  • Can I reimburse moving expenses to a new employee?
  • What are acceptable moving expenses?
  • How do I access Foundation funds for an expenditure?
  • Can I pay an individual for services and request reimbursement on a "Personal Reimbursement" form?
  • Where do I get reimbursed if I lose money in a vending machine?
  • TRAVEL
    • Process Forms Required
    • Who completes the Travel Authorization (TA) form?
    • When and where should I turn in my TA?
    • What is a blanket TA and when is it used?
    • If I am the budget officer on an account, can I sign my own TA?
    • Can I pay for an airline ticket with my CCU Visa (Procurement Card)?
    • Can I use my P-Card for any travel expenses other than airline tickets?
    • Do I have to use a particular travel agency?
    • Do I have to use Orbitz for Business?
    • Can I order an airline ticket over the Internet?
    • If I want AP to pay a registration fee in advance, do I have to ask them to do that?
    • Are travel procedures different if I'm taking a group on a trip?
    • Can I use my CCU Procurement Visa Card for travel?
    • Can I get a cash advance if I have submitted a TA for a University trip?
    • How do I get a Bank of America Visa Card?
    • Can I have a hotel direct bill CCU for my stay?
    • When should I submit a Travel Reimbursement Voucher?
    • Who completes the Travel Reimbursement Voucher?
    • What are meal allowances for reimbursement?
    • Will I get reimbursed for breakfast if I leave home at 8:00 AM?
    • How does the meal allowance break down per meal?
    • Can I get reimbursed for meals if they are provided at the conference that I am attending?
    • Can I get reimbursed for someone else's travel expenses if I actually paid the bills?
    • Do I have to break down my travel expenses day by day on the Travel Reimbursement Voucher?
    • Is there a maximum daily allowance for hotels?
    • For what expenses must I provide receipts?
    • What rate is used for mileage reimbursement?
    • How long does it take to process a Travel Reimbursement Voucher?
    • Can I get reimbursed for gratuities and porterage tips?
    • ACCOUNTS PAYABLE
      Process: Requesting personal reimbursement
      Form Needed: "Personal Reimbursement" form, available in the AP Office SNGL 128 or from our Online Forms
      Process: Requesting a petty cash reimbursement
      Form Needed: "Personal Reimbursement" form, available in the Accounts Payable Office, SNGL 128 or from our Online Forms
      (Receipts and, if for food purchases, a Food Expense Justification form is also required)
      Process: Requesting personal reimbursement for food expenses
      Form Needed: "Personal Reimbursement" form
      "Food Expense Pre-Approval" form, available in the AP Office SNGL 128 or from our Online Forms
      Process: Requesting a Purchase Order (PO) or Blanket PO
      Form Needed: Purchase Requisition
      CONTACT PURCHASING DEPARTMENT FOR QUESTIONS RELATED TO POs
      Process: Requesting payment of an invoice $2500 or less for goods already received such as dues and subscriptions (when no PO was done)
      Form Needed: No form is necessary. Write the account number to charge on the invoice and have the budget officer sign the invoice. Then forward to Accounts Payable.
      Process: Requesting reimbursement for moving expenses
      Form Needed: "Authorization for Reimbursement of Relocation Expenses", available in the AP Office, SNGL 128
      "Relocation Expense Reimbursement Form", available in the AP Office, SNGL 128


      If I've had a Purchase Order generated, do I need to let anyone know when I receive the goods ordered?
      If you receive the goods directly in your office instead of through the Receiving Department, you must notify Receiving in writing - e-mail is the most convenient method (Suzanne Beverly, beverly@coastal.edu) that you have the goods. They must be "accepted" in the computer system before AP can pay the bill. If the goods come to you through the Receiving Office, no notification is necessary.
       


      Must I have an original receipt(s) when I request reimbursement for goods/supplies I have purchased for the University?
      Yes, you must attach original receipts to the reimbursement form. Reimbursement requests for less than $30 can be submitted to Accounts Payable and are reimbursed from Petty Cash. Reimbursements for more than $30 are submitted to AP and are processed for a check write.
       


      How long does it take to receive a personal reimbursement?
      Petty cash reimbursements are immediate. Check reimbursements are processed within 7 - 10 working days from receipt of the request.
       


      Who must approve personal reimbursements?
      Personal Reimbursement forms must be signed by the Budget Officer for the account to be charged.
       


      Can I approve my own Personal Reimbursement form?
      Yes, but only if you are the budget officer for that account.
       


      Can I pay for food from a "10" account?
      Generally, food and beverage expenses are not allowed in 10-funds. There are certain exceptions, such as Commencement or Recognition activities, meals for individuals while in travel status, Board of Trustees activities, candidate interviews, University sponsored student activities, and other special uses as approved by the President.
       


      When do I need to complete a Food Expense Pre-Approval Form?
      You must complete a Food Expense Pre-Approval Form anytime you are requesting reimbursement for food (meals or food purchased for meetings, etc.).
       


      How do I complete a Food Expense Pre-Approval Form?
      You must complete the top section of the form, then list all individuals who attended the event. The budget officer signs as Cost Center Director or if the expense has been authorized by an Executive Officer (President, Executive Vice-President, or Provost) for payment from an account for which he/she is the budget officer, he/she must sign as Executive Officer.
       


      How do I pay Aramark when I have food catered?
      You should complete a Food Expense Pre-Approval Form, print it, obtain approval signatures and forward it to Aramark. They will submit an invoice to AP for payment.
       


      What do I do with a packing slip that I receive?
      Send any packing slip that you receive to the AP Office. Please sign and date the packing slip to indicate your approval to pay.
       


      What if items I receive are different from those listed on my Purchase Order (more than I ordered of one or more items OR a different item that was not listed)?
      Contact Purchasing and request a Change Order if you wich to keep the items. If you do not want to keep the items, contact the Receiving department for assistance in returning the items to the vendor.
       


      Can I reimburse moving expenses to a new employee?
      Yes, you can reimburse a new employee for moving expenses as long as the following procedures are followed:

      The amount of the moving expense reimbursement allowed must be approved by the President or his designee during the hiring process and should be stated in the new employee's offer letter.

      Once the move has occurred, an Authorization for Reimbursement of Relocation Expenses form and a Relocation Expense Reimbursement form should be completed and submitted to the Accounts Payable Office along with original moving expense receipts.

       


      What are acceptable moving expenses?
      Qualified Moving Expenses:
      Moving of household goods and personal effects from former residence to new.
      Cost of lodging during the move from the former residence to the new.
      Shipping charges for cars and pets.
      Mileage reimbursement (at current IRS moving reimbursement rate) or gas receipts during dates of move.

      Non-qualified Moving Expenses:
      Meal Expenses
      Temporary Living Expenses
      Pre-move house hunting (after accepting employment)
      Loss on sale of home
      Home improvements
      Security deposits
      Early termination of lease agreement fee
      Expenses related to changing of address
      Rental of Storage Units

       


      How do I access Foundation funds for an expenditure?
      You should charge the expense to your regular University account number and submit on regular University forms. Neither AP nor Purchasing can enter a Foundation account number into our payment system. Your University account will be reimbursed by the Foundation.
       


      Can I pay an individual for services and request reimbursement on a "Personal Reimbursement" form?
      NO, ANY PAYMENT FOR SERVICES RENDERED, HONORIA, SPEAKING FEES, ETC., MUST BE PAID THROUGH AP OR PAYROLL. In all instances, appropriate paperwork must be prepared and AP or HR procedures must be followed.
       


      Where do I get reimbursed if I lose money in a vending machine?
      http://www.coastal.edu/businessservices/vending.html
       
      TRAVEL
      Process: University Travel
      Form Needed: Travel Authorization (TA), available in Accounts Payable (AP) Office, SNGL 128 or from our OnlineForms
      Travel Reimbursement Voucher, available in AP Office, SNGL 128 or from our Online Forms
      Individual Cash Advance Request, available in AP Office, SNGL 128 or from our Online Forms


      Who completes the Travel Authorization (TA) form?
      The traveler should complete the TA and have the Budget Officer sign it.
       


      When and where should I turn in my TA?
      You should submit your TA to the AP Office, SNGL 128, as soon as your travel plans are approved.
       


      What is a blanket TA and when is it used?
      A blanket TA is completed in the same way as a TA for a specific trip. However, the dates are usually 07/01 through 06/30 for travel within a designated area (for example, in South Carolina or in North and South Carolina). Reimbursement vouchers are submitted against the Blanket TA for any travel expenses incurred while traveling in the designated area(s) during the fiscal year. A new Blanket TA must be completed each fiscal year. Employees who are required to travel within the designated area(s) often during the year normally use the blanket TA.
       


      If I am the budget officer on an account, can I sign my own TA?
      No, your supervisor must always sign your TA.
       


      Can I pay for an airline ticket with my CCU Visa (Procurement Card)?
      Yes, you can. You MUST change the object code from 5501 (xx-xxxx-5501) to the appropriate travel object code. You must also complete a TA and submit your travel itinerary to the AP Office.
       


      Can I use my P-Card for any travel expenses other than airline tickets?
      Yes. Conference registration fees not to include hotel charges.
       


      Do I have to use a particular travel agency?
      No, but you must provide any travel agency you use with a TA number (after the TA has been submitted to AP).
       


      Do I have to use Orbitz for Business?
      No, but it is more economical than using travel agencies.
       


      Can I order an airline ticket over the Internet?
      Yes, you can. However, for reimbursement, you must submit a copy of your itinerary, which also shows a credit card payment was made.
       


      If I want AP to pay a registration fee in advance, do I have to ask them to do that?
      No, if you check registration to be prepaid on the TA form and a completed registration form is attached to your TA, the AP staff will automatically mail in the form with a check. Note: If the deadline for early payment has passed, AP will pay the higher registration fee UNLESS you put a note on the form that you have contacted the conference contact person and they will accept the lower fee after the deadline. Registrations should be paid with your procurement card if accepted by the vendor.
       


      Are travel procedures different if I'm taking a group on a trip?
      The procedures are not different but sometimes it gets more complicated than an individual's travel. Please call Virginia Altman at extension 2185 if you are planning to take a group on a trip. It's much easier for all involved if you work things out ahead of time instead of trying to "fix" them after the fact.
       


      Can I use my CCU Procurement Visa Card for travel?
      No, you can not use the Procurement card for travel expense except for airfare and registrations; however, Corporate Bank of America Visa Cards are available to all employees. The employee is responsible for all charges but approved travel expenses will be reimbursed. If the Travel Reimbursement Voucher is submitted in a timely manner after returning from a trip, the employee will have been reimbursed by the time he/she is billed for the trip.
       


      Can I get a cash advance if I have submitted a TA for a University trip?
      Yes, you can get a cash advance for up to 80% of the total expenses listed on your TA (not including any pre-paid expenses such as registration fees). You must complete an Individual Cash Advance Request, have it signed by the Budget Officer for that account and submit it to the AP Office. However, it is preferable for the employee to use a Corporate Bank of America Travel Card.
       


      How do I get a Bank of America Visa Card?
      Complete an application (available in the AP Office or on the AP webpage), return to the Accounts Payable Supervisor. You should receive the card within 2 weeks.
       


      Can I have a hotel direct bill CCU for my stay?
      Yes, you should notify the AP Supervisor and ask her to send the hotel an authorization to direct bill for room and tax charges for your stay. However, the hotel must agree to direct bill us-we cannot do anything about it if they refuse to do so.
       


      When should I submit a Travel Reimbursement Voucher?
      You should submit a voucher as soon as you return from the trip.
       


      Who completes the Travel Reimbursement Voucher?
      The traveler completes the Travel Reimbursement Voucher.
       


      What are meal allowances for reimbursement?
      Up to $25 per day for in-state travel
      Up to $32 per day for out-of-state travel
      Federal per diem rates for foreign travel can be obtained from the AP office.

       


      Will I get reimbursed for breakfast if I leave home at 8:00 AM?
      To determine reimbursement for meals, the following table is used:
      Departure times:
      To qualify for breakfast, you must depart before 6:30 AM.
      To qualify for lunch, you must depart before 11:00 AM.
      To qualify for dinner, you must depart before 5:15 PM.

      Return times:
      To qualify for breakfast, you must return after 11:00 AM.
      To qualify for lunch, you must return after 1:30 PM.
      To qualify for dinner, you must return after 8:30 PM.
       


      How does the meal allowance break down per meal?
      In-state
      Breakfast - $ 6.00
      Lunch - $ 7.00
      Dinner - $12.00

      Out-of-state
      Breakfast - $ 7.00
      Lunch - $ 9.00
      Dinner - $16.00
       


      Can I get reimbursed for meals if they are provided at the conference that I am attending?
      No, if meals are provided at the conference, their cost is included in the registration fee and the employee cannot claim reimbursement. For the day(s) meals are provided, the appropriate amount for the meal (ex. $9.00 for lunch for out-of-state travel) must be subtracted from the allowable reimbursement for that day.
       


      Can I get reimbursed for someone else's travel expenses if I actually paid the bills?
      Yes, your name should go at the top of the Travel Reimbursement Voucher but the traveler (named on the TA) must sign the Voucher (this gives his approval for the reimbursement check to be paid to the person named at the top of the Voucher).
       


      Do I have to break down my travel expenses day by day on the Travel Reimbursement Voucher?
      Yes, this has to be done to ensure that we do not reimburse more than the daily maximum each day during your trip.
       


      Is there a maximum daily allowance for hotels?
      No, but moderately priced accommodations must be requested when a choice is available. Employees should request a state or government rate. Lodging expenses are reimbursable at the single room rate. Rates over $300 per night must be approved by the President.
       


      For what expenses must I provide receipts?
      Receipts must be provided for lodging and meals. Meal receipts are not required if claiming the per diem. Receipts must be provided for other approved expenses (taxi, bus, tolls, long distance calls, etc.) except when taxi fares do not exceed $25.00 or parking fees do not exceed $5.00. If taxi fares are greater than $25.00 or parking fees are greater than $5.00, receipts must be provided. Telephone calls for official business are allowed. Personal telephone calls are allowed if charges are kept to a reasonable amount.
       


      What rate is used for mileage reimbursement?
      The standard business mileage rate, as established bu the IRS, is 56.5 cents per mile. Reimbursement for personal automobile mileage is $.04 per mile less than the standard business mileage rate per mile when electing to use your personal vehicle instead of a University-provided (rental) vehicle.
       


      How long does it take to process a Travel Reimbursement Voucher?
      AP processes all payments within 7-10 working days from receipt of voucher. This is assuming the TA has been completed (correctly) prior to the trip and the voucher is submitted timely and is correct.
       


      Can I get reimbursed for gratuities and porterage tips?
      No, tips are not reimbursable expenses for state employees. In cases where travel is to large out-of-state cities where carrying your own luggage is not an option, reasonable tips may be reimbursed. Also, if you must carry heavy, excess equipment needed to conduct official University business, reasonable tips may be reimbursed. Either of these exceptions must be documented and attached to the voucher.
       
      Link to CCU Home Page
      University Policies | Site Policies | Contact Us
      © 2014 Coastal Carolina University | P.O. Box 261954, Conway, SC 29528-6054 | +1 843-347-3161