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CNU Business Office.ppt

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					CNU Business Office – The receipting,
disbursing, accounting and reporting of all University funds
   Management Staff
       Diane Reed, Comptroller
            dreed@cnu.edu, 594-7202
       Nicole Byrum, Assistant Comptroller
            nicole.byrum@cnu.edu, 594-7283
       Laura Wiesen, Financial Systems and Database Analyst
            lwiesen.@cnu.edu, 594-7277
       Andrea Moore, General Accounting & Accounts Payable Manager
            amoore@cnu.edu, 594-7214
       Tracey Mitchell, Accounts Receivable and Cash Services Manager
            tracey.mitchell@cnu.edu, 594-7336
       Ellis Woodruff, Grants, Capital and Fixed Asset Manager
            ewoodruf@cnu.edu, 594-8858
       Vanessa Sims, Financial Reporting Manager
            vanessa.sims@cnu.edu, 594-7823
       Kim Carson, Office Manager
            kim.carson@cnu.edu, 594-7354
CNU Business Office
    Accounts Payable (Andrea Moore)
        Tara Dixon, tara.dixon@cnu.edu, 594-7329
             A, B, X, Y, Z, HRSD
             SPCC: Muelier - Sutpin
        Viki Idol, viki.idol@cnu.edu, 594-7789
             C, D, Va Power, CNUEF Leases, TNCC, Bookstore
             SPCC: Cook - Greenlee
        Diane Corey, dcorey@cnu.edu, 594-7627
             E, F, G,H
             SPCC: Griffiths - Kirk
        Linda Searls, lsearls@cnu.edu, 594-7293
             I, J, K, L, M, N Waterworks
             SPCC: Sweet - Zenzer
        Marilyn Simons, msimons@cnu.edu, 594-7276
             O, P, Q, R, Sysco
             SPCC: Kotula - Morgan
        Robin McDow, rmcdow@cnu.edu, 594-8404
             S, T, U, V, W, Corporate Express, Study Abroad
             SPCC: Alcock - Clough
CNU Business Office
   General Accounting (Andrea Moore)
     Geraldine   Nelson
        gnelson@cnu.edu, 594-7293
        Moving and Relocation

        Financial Reporting

     Kathy   Fleck
        kfleck@cnu.edu, 594-7353
        Local Check disbursement (checks cut Tue/Thur)

        EDI

        Monthly Phone Bills
CNU Business Office
   Student Accounts (Tracey Mitchell)
     Donna     Sealey, donna.sealey@cnu.edu, 594-7744
          Supervisor over Student Accounts
     Mary    Waltrip, mwaltrip@cnu.edu, 594-7330
          Coordinator of Federal & State Funds and Auxiliary services
           and catering contracts
     Sherry    Baines, sbaines@cnu.edu, 594-7582
          Reporting and Collection of Student Accounts, Monthly
           payment plan
     Lisa   Spruell, lisa.spruell@cnu.edu, 594-7195
          3rd Party Billing and NSF
CNU Business Office
   Cashier’s Office (Tracey Mitchell)
     Carmen    Haywood
        carmen.haywood@cnu.edu, 594-7042
        Supervisor, Receipt & Deposit University Funds

     Laura   Reid
        laura.reid@cnu.edu, 594-8404
        Receipt & Deposit University Funds

     Joyce   Pickett
        joyce.pickett@cnu.edu, 594-7395
        Receipt & Deposit University Funds
CNU Business Office
   Fixed Assets
     Jo   Ann Morgan, joann.morgan@cnu.edu, 594-7029
          Fixed Asset Maintenance
   Financial Reporting
     Vanessa Sims, vanessa.sims@cnu.edu,      594-7823
        CAFR
        Monthly Financial Reporting

   ARMICS
     Stella Parker, stella.parker@cnu.edu   594-8137
        Internal Control Compliance
CNU Travel
   Official CNU Business
     http://businessoffice.cnu.edu/travelinfo.htm   (CNU
      Policy)
     http://www.doa.virginia.gov/Admin_Services/CAPP/C
      APP_Topics/20335.pdf (Commonwealth of Virginia
      Policy)
     >25 Miles (except admissions, recruiters and
      supervision of student teachers)
     Mileage – must contact parking for vehicle availability
      or .246 reimbursement
     Air/Rail Travel – documents validate mode and class
      of travel for reimbursement
CNU Travel
   Prior Approval – (separate policy for Faculty and
    Staff)
     Faculty
        Prior Approval to Travel
              >$50
                  Department Head/Account Manager AND Dean
              >3 Attending and/or Lodging over the State Rate
                  Department Head/Account Manager, Dean AND
                   Provost or Designee
     Staff
        Prior Approval to Travel
              >$500
                  Department Head/Account Manager AND Supervisor
              >3 Attending and/or Lodging over the State Rate
                  Department Head/Account Manager, Supervisor, VP,
                   AND President or Designee
CNU Travel
  All   Travel
       If lodging over per diem & less than 50% above
        state rate
          Justification
              Conference site
              Financial justification - amount, reasoning and
               backup
          No rental car allowed if conference site approved

          LODGING CANNOT BE APPROVED FOR AMOUNTS
           THAT EXCEED 50% OF THE STATE RATE
                                                                                   OFFICE OF THE COMPTROLLER
                                                                                              PRIOR APPROVAL TO TRAVEL

                                                                                     Approval Requirements:
   1)     Faculty: Travel expense greater than $50 - "Prior Approval to Travel" must be approved by the Department Head/Account Manager (DH/AM) and the appropriate Dean.
          Staff: Travel expense greater than $500 must be approved by the DH/AM and the next level supervisor; travel less than $500, clear with supervisor.
   2)     Travel of more than 3 in attendance - "Prior Approval to Travel" must be approved by the DH/AM, the VP and the Chief of Staff for Staff or the Provost for Faculty.
   3)     Travel lodging expense up to 50% over the State Lodging Rate - Must meet 5. b. or c. below and "Prior Approval to Travel" must be approved by the DH/AM
                                                                                the VP and the Chief of Staff for Staff or the Provost for Faculty.
   4)     International Travel - "Prior Approval to Travel" must be approved by DH/AM, the VP and the Chief of Staff for Staff or the Provost for Faculty.
                                   PLEASE NOTE: Lodging cannot be approved for amounts that exceed 50% over the State Lodging Rate
          Business meals off campus - A "Travel Reimbursement Form" must be approved by Chief of Staff, Provost or designee and must include business purpose, original itemized receipts, names of attendees, etc.


NAME OF TRAVELER:                                                                                                                        EMPLOYEE ID #
Destination/Itinerary:(City, State, Country)
Name of Event:

Reason for Travel:
                               (Attach additional page of narrative if requested by DH/AM, Provost, or Chief of Staff)
Depart:                                                              Return:                                                                                 Via:
                       (Date and Time)                                                (Date and Time)                                                                                    (Travel Method)
Does this request involve an overnight stay?                         Yes             No
Any other employee(s) or student(s) of the University attending this meeting/conference?                                                                    Yes          No
The number of employees                                    and number of students
Attach a list of names of employees and/or students traveling.
TRAVELER IS REQUIRED TO CALL THE PARKING/TRANSPORTATION SERVICES OFFICE FOR AVAILABILITY OF STATE OR ENTERPRISE VEHICLE
      I will use State or Enterprise Vehicle (Contact Parking Services to make arrangements and get quote; the department will be charged)
      State or Enterprise Vehicle Not Available - Use Personal Mileage Rate (.55) Attach justification approved by Chief of Staff/Provost to travel voucher
      State or Enterprise Vehicle Available but Not Requested - Use Fleet Rate (.246)
ESTIMATED EXPENSES:
  1.  Convention Fees                         Is CNU-Business Office to pay directly?                                    Yes                       No               MC              $
          (If Yes, complete convention registration form and send to Business Office for processing - attach copy of "Prior Approval to Travel " and allow 10 days to process)
   2.     Fares (whether paid by MasterCard or reimbursement, economy class required)                                                                                               $
   3.     Personal Car Mileage                              @              per mile (see parking information above)                                                                 $                                 0.00
                                                  (Miles)        (Rates)
   4.     State or Enterprise vehicle (obtain quote from the Parking/Transportation Services Office)                                                                                $
   5.     Lodging must meet 1 of the following 3 requirements:                                                                                                                      $
             a. * Lodging (within Per Diem)                           Yes             No If Yes, go to 6.; If No, go to 5.b.                                                        $
             b. * Lodging (Conference Site)                           Yes             No If Yes, go to 6.; If No, go to 5.c.                                                        $
             c. * Financial Justification                                                                                                                                           $

   6.     * Meal & Incidental Per Diem (overnight travel only-includes meals, tips, taxi to meals, personal calls)                                                                  $
                          Day of departure and return 75% of per diem
                          Less meals included in convention fees or provided at no cost                                                                                             $
   7.     Other costs (itemized)                                                                                                                                                    $
                                                                                                                                                                                    $

                                                                                                                             Total Estimated Expenses/Travel:                       $                                 0.00

Dept. Head/Acct. Manager                                                                                                              Date
signature needed for 1) 2) 3) & 4) in requirement box at top of page
Next Level Supervisor/VP/Dean                                                                                                         Date
signature needed for 1) 2) 3) & 4) in requirement box at top of page
Chief of Staff or Designee                                                                                                            Date
signature needed for 2) 3) & 4) in requirement box at top of page
Provost or Designee                                                                                                                   Date
signature needed for 2) 3) & 4) in requirement box at top of page

SOURCE OF FUNDS                                                              ACCOUNT NUMBER                                                      FUND                                               AMOUNT
STATE FUNDS                                                                                                                                                                         $
STATE FUNDS                                                                                                                                                                         $
GRANT/CONTRACT                                                                                                                                                                      $
LOCAL FUNDS                                                                                                                                                                         $
TRAVELER                                                                                                                                                                            $
FOUNDATION                                                                                                                                                                          $
                                                                                                                                                                    TOTAL           $                                 0.00
                                     *See CNU Business Office/Accounts Payable Website for State Limits: http://businessoffice.cnu.edu/
                                                            APPROVED: State Limit Lodging ______________ plus tax
                                                                      State Limit Meals ______________ (includes taxes and tips)
CNU Travel
   Lodging & MIE per diems on the website
       http://businessoffice.cnu.edu/meals_lodging.htm
       MIE – Meals & Incidental Expenses
            For overnight travel only
            Includes meals, tips, phone calls, laundry, and transportation to and
             from hotel to dining location
            Reduced to 75% on travel days
   Business Meals (non travel related)
       Candidates/Student Day Trips/Trainings
            Candidates covers one employee and one candidate
            Original itemized receipt
            List names of all persons involved in the meal and the reason for the
             meal
            Prior Approval
                Faculty – Provost or Vice Provost
                Staff – Chief of Staff or Special Assistant to the President
CNU Travel
 M&IE Rate Table


 TOTAL              $39      $44      $49      $54      $59      $64

 Breakfast          $7       $8       $9       $10      $11      $12

 Lunch              11       12       13       15       16       18

 Dinner             18       21       24       26       29       31

 Incidentals         3        3        3        3        3        3

 75% Travel Days   $30.00   $34.00   $38.00   $42.00   $45.00   $49.00
CNU Travel
   EDI – required for travel reimbursement
       BO Form (contact Kathy Fleck)
   Contractors – must follow CNU policy unless specified in
    the contract
   Complete Travel Expense Reimbursement Voucher within
    10 days after travel but no later than 30 days
   Travel Advances – include prior and reduce voucher
   Separate expenses by day
   Auto Column – Gas or car rental
   Other Column – for tolls or parking
   Tolls/Parking – need receipts if over $10
                                                                                                                       PERSONAL VEHICLE USE STATEMENT - STATE EMPLOYEES ONLY
                    TRAVEL EXPENSE REIMBURSEMENT VOUCHER
                   DEPARTMENT, INSTITUTION, OR AGENCY                                                                        PERSONAL VEHICLE - COST BENEFICIAL TO THE STATE - PERSONAL MILEAGE RATE
                                                                                                                             STATE VEHICLE - NOT AVAILABLE OR ACCESSIBLE - PERSONAL MILEAGE RATE
                                                                                                                             STATE VEHICLE - AVAILABLE OR NOT REQUESTED - FLEET RATE
                   DEPARTMENT ACCOUNT NUMBER

                                                                                                                       I HEREBY CERTIFY THAT EXPENSES LISTED BELOW WERE INCURRED BY
                                                                                                                       ME ON OFFICIAL BUSINESS OF THE COMMONWEALTH OF VIRGINIA AND
                                                                                                                       INCLUDE ONLY SUCH EXPENSES AS WERE NECESSARY IN THE CONDUCT
                                                                                                                       OF BUSINESS.
                   PREPARE WITH INK OR TYPEWRITER. USE ADDITIONAL SHEETS WHEN NECESSARY

                    Name:                                                                                                STATE EMPLOYEE?                       X YES          NO

                                                                                                                       SIGNATURE OF TRAVELER
                    Address:
                                                                                                                                                                                         DATE



                                                                                                                       TITLE
                    City:

                    State:             Zip:                       -                                                    I HEREBY CERTIFY THAT THE TRAVEL UNDERTAKEN IN THIS
                                                                                                                       REIMBURSEMENT VOUCHER HAS BEEN REVIEWED AND APPROVED AS
                    Vendor ID: # -                                                   Suffix:                           NECESSARY FOR THE CONDUCT OF BUSINESS OF THE COMMONWEALTH.




                                                                                                                                      TRAVELER'S SUPERVISOR                       DATE

                                                                                                    5. AUTO
                   2. LOCATION AT WHICH EXPENSE WAS INCURRED. POINTS BETWEEN                                                 8. OTHER
                                                                                                   EXPENSE   6. PER
                   WHICH TRAVEL WAS NECESSARY, METHOD OF TRANSPORTATION USED 3. MILES                                        (ITEMIZE
   1. DATE                                                                            4. MILEAGE (ITEMIZE IN DIEM 7. LODGING                                                           AMOUNT
                   AND MILEAGE RATE ALLOWED. EACH DAYS EXPENSES MUST BE      TRAVELED                                           IN 2.
                                                                                                   SECOND AMOUNT
                   SHOWN SEPARATELY.                                                                                         COLUMN)
                                                                                                  COLUMN)


                                                                                                                                                                                             0.00

                                                                                                                                                                                             0.00

                                                                                                                                                                                             0.00

                                                                                                                                                                                             0.00

                                                                                                                                                                                             0.00

                                                                                                                                                                                             0.00

                                                                                                                                                                                             0.00
I certify all computations are correct and that all necessary and required receipts are
                                                                                                     TOTALS
                    attached.                    Initial _________                                                    0.00           0.00       0.00           0.00        0.00              0.00
                   VOUCHER NUMBER                                                         DATE(MMDDYY)

                                                                          PURPOSE OF TRIP                                                          TOTAL SHEET 2                             0.00
                       CONFERENCE                                 PRESENTATION                                EXTRADITIONS
                       ATHLETICS                                  INVESTIGATIONS                              FIELD WORK
                       RECRUITMENT                                EDUCATION                                   OTHER (EXPLAIN)                      GRAND TOTAL                               0.00
                                                                                                                                              AMOUNT ADVANCED
                                                                                                                                             Payment/(Due to Agency)                         0.00
CNU Other
   Accounts Payable
      Invoices submitted for payment must have DO attached with the correct account
       number
      “Prompt Payment Act” requires payment to vendor within 30 days (no
       exceptions)
      Mandatory Sources
   Phones and Cell Phones
        Personal long distance calls are not allowed
        Copy of the phone log will be sent out for unusual activity
   Petty Cash
        Memo from Account Manager
             Account Number
             Person to reimburse
             Original Receipt
             <$50
   Hotel Direct Billing
        Omni and Marriott
        http://businessoffice.cnu.edu/
CNU Small Purchase Charge Card
(SPCC)
   Bank of American VISA
     Due  to Business Office (BO) by 1st workday of
      the Month
     Cardholder’s responsibility to insure no tax is
      charged, if it is charged cardholder requests
      credit, BO has tax exempt form
     Original Receipts w/Statements
     Get Supervisor’s signature
         If not available, make copy for them to sign
     NEW    Monthly Certification Policy
                                     SPCC - Monthly Certification

Department:_______________________________________________________________________________
Cardholder:_______________________________________________________________________________

Card Number (last six digits only):_____________________________________________________________
Statement Closing Date:___________________________ Total Amount:_____________________________
“I hereby certify that information provided on the log and its attachments are correct, purchases are valid state expenses and comply
with SPCC policies and procedures, and the monthly statement has been reconciled to the purchasing log and supporting
documentation.”


(Cardholder Signature)                                                                          Date


(Cardholder’s Supervisor Signature)                                                             Date



     ACCOUNT                   OBJECT                   AMOUNT                             AUTHORIZED SIGNATURE
                                                                                              (see line 3 at the bottom of page)




                  Total      (Must agree to Statement Total)               $_______________________________________

1)   ORIGINAL CERTIFICATION LOG, ORIGINAL PURCHASE LOG, ORIGINAL ITEMIZED INVOICES/RECEIPTS, AND DELIVERY
     TICKETS MUST BE SUBMITTED TO THE BUSINESS OFFICE BY THE 1ST WORKDAY OF EACH MONTH.
2)   The only object codes that may be used are the detail object codes per the new policy – see webpage http://businessoffice.cnu.edu/ap.htm
3)   Authorized Signature required when the cardholder’s supervisor is not authorized to approve expenses on the accounts listed.
                      Fixed Assets
   Fixed Asset Forms
       Fixed Asset Inventory Memorandum
       Changes to Inventory Form
       Equipment Transfer Form – asset transfer from one department
        to another
       Surplus Property Disposition Request – asset disposal to Central
        Warehouse and copy Business Office
       Equipment Relocation Form – asset on loan to a CNU employee
        or another department
       Long-Term Off-Campus Equipment Form – asset on loan to an
        organization or employee off-campus
       Missing/Lost/Stolen Equipment Form – send form to Campus
        Police and copy Business Office
       Donation Form

				
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