Business Office

Checks are generally cut every Wednesday. From time to time, it is necessary to modify the check run schedule due to Holidays or other extenuating circumstances. Accounts Payable will always provide ample notification of these exceptions, and make every effort to ensure timely processing of all requests.

Requests for payment, with all necessary supporting documentation, are due no later than 4:00PM on Thursdays in order to guarantee inclusion in the following Wednesday check run.

Receipts, invoices, and emails authorizing payment/showing proof of payment are all forms of supporting documentation which must accompany requests for payment/reimbursement in order to justify the expense.

Grant-related expenditures also require a Grant Summary Sheet with a detailed explanation of the expense.

For travel-related reimbursement requests, receipts are required for all transactions for which the traveler is seeking reimbursement except for meals and incidentals per diem, exact meals and incidentals expenses that are reimbursed at less than the per diem rate, and P-Card purchases less than $25.00. If applicable, cardholder transaction reports and per diem rate sheets must also be submitted. (VSC Policy 424).

The Missing Receipt Form is acceptable only as a last resort. It is expected that every effort will be made to obtain all necessary supporting documentation.

Please submit VSC Request for Payment Form.

VSC Travel Reimbursement Form:  http://www.vsc.edu/faculty-and-staff/Pages/HR_Travel_Forms.aspx

For in-state travel (i.e. no per diem included):

1. Fill in the general information at the top of the form.
2. Under Date/Description, enter the date(s) of travel and state the Business Purpose of the travel.
3. Fill in the total number of miles traveled, and the number of commuting miles (if necessary, depending on your Union).  The Excel form will calculate the total reimbursement based on the current rate allowed.
4. Save the form (please name it so it is easily identifiable) and email it as an attachment to traci.davis@lyndonstate.edu.  The email will serve as your signature.  Traci will forward it through ImageNow to the appropriate Budget Manager for approval, upon which it will be processed for payment.

For out-of-state travel (includes per diem for meals/incidentals):

1. Follow the steps 1 through 3 above.
2. Go to http://gsa.gov/portal/category/21287.  Enter the City/State of travel to determine allowable per diem rates.  Click on Meals & Inc. Exp and copy/paste the chart(s) into a Word Document that will accompany your electronic request for reimbursement.
3. Enter the per diem information on the travel reimbursement form (total reimbursement will be automatically calculated).
4. If any funds were received in advance of this travel, enter the amount received in the “Less Advance” box.
5. Scan any receipts for $25.00 and above, and save to a pdf file which will accompany your electronic reimbursement request.  (If receipts exist in email format, send the email as an attachment with the same request.)
6. For pcardholders only:  Go to https://www.samaccess.com/sam/Login.do.  Save your  Cardholder Transaction Report for the dates traveled to a pdf file which will accompany your electronic reimbursement request.  Enter the appropriate amount in the “Less P-Card Purchases” box (total reimbursement will be automatically calculated).
7. Save the form (please name it so it is easily identifiable) and email it, along with all necessary supporting documentation, as attachments to traci.davis@lyndonstate.edu.  The email will serve as your signature.  Traci will forward it through ImageNow to the appropriate Budget Manager for approval, upon which it will be processed for payment.

Is Payee an employee or student employee of the VSC?

Yes.  See Cindy Robertson in Student Payroll, or Paulsha George in Payroll for a Payment for Personal Services form.

No.  Submit VSC Request for Payment Form.

Please submit VSC Request for Payment Form.

A Purchase Order is issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services the seller will provide to the buyer. Some of our vendors do not require a Purchase Order at all, and others require only a Purchase Order number.

A Purchase Order is needed IF:

• It is specifically requested by a vendor.
• The vendor does not accept AMEX.

TO CREATE A REQUISITION IN DATATEL/UI4.3:

1. In “Quick Access” box, type XREQ.
2. Enter “A” to add a new requisition.
3. Hit ENTER twice to automatically assign a requisition number.
4. The date will default in.
5. Type your name in Initiator.
6. Enter the Vendor ID number or type in the first three letters of the vendor name to obtain a list of vendors to choose from. If the vendor is not in the system, please contact Accounts Payable to set it up. DO NOT just type in the name and address.
7. In the SHIP TO field, type “4…”, choose appropriate code, and enter.
8. You may drill into the SHIP TO field and insert the name of the person the items should be shipped to.
9. Drill into APPROVALS. In the Next Approvals field type in the User ID of your budget manager, dean, or whoever approves your requisitions (see below).
10. Enter the AP Type (mandatory) – Lyndon’s is 041.
11. Drill into LINE ITEMS.
12. Drill into Line 1 and enter description, price, quantity, unit of issue, and the general ledger account number. Click “Save”. Continue to add more items here if necessary, or “Cancel” to go back one screen.
13. Click “Save” at the Requisition Item List screen.
14. Drill into Approvals. Based on dollar amount (see below), enter the login ID of the person(s) whose approvals are needed (ex. abc12345). Click “Save.”
15. Drill into PRINTED COMMENTS to add comments, fax #’s etc.
16. Change REQUISITION DONE from no to YES. Click “Save”.
17. System will supply requisition number.
18. To notify Approvers that a requisition is awaiting their approval, please email them.
19. Once the requisition has been approved, Naomi will process the Purchase Order and return it to the requestor so they may place the order.

APPROVALS:

1. Requisitions up to $2,000 are approved by Department Chair or Office Director.
2. Requisitions between $2,000-$5,000 need additional authorization by the appropriate Dean.
3. Requisitions $5,000 and above are need additional authorization by the Dean of Administration.

There is at least one staff member with a p-card in most departments on campus:  each Administrative Assistant has a p-card for use by their respective academic department, and Student Activities/ Residence Hall staff members have p-cards.

You must be a staff member with authorization from your department to apply for a p-card.

>> Apply for a new Pcard

Call the number on the back of your card for assistance.

First, using Internet Explorer, go to samaccess.com and check your credit limit against the balance of your pending transactions. You may need to request a temporary increase to your credit card limit. If there does not appear to be an issue with your credit limit, please contact Traci Davis for further investigation.

>> Request in increase to your Pcard Limit.

You can request to increase your credit card limit by submitting “P-Card Limit Increase Request.“

1. Using Internet Explorer as your browser, go to samaccess.com

2. Login with:

Database: VSC

User ID: the last 6 numbers of your card; for newer users it is the last 8 digits

Your password

3. Go to “Transaction Review”. Click on each transaction to change the description and GL account number as necessary. Note: if no changes are necessary, skip to #5.

4. Click “save” at the bottom of the page.

5. Check the box for “approve” transactions near the top of the screen.

6. Once all transactions are approved then run your EXPENSE LOG.

7. Click on Reports.

8. Click on Report Wizard.

9. On the left hand side click the “+” sign next to “Transaction Review”.

10. Now click on EXPENSE LOG and then “next” at the bottom of the page.

11. Click the radio button next to “by accounting cycle”.

12. Click the drop down menu next to by accounting cycle, and select the date range needed from the drop down menu.

13. Click “next” at the bottom of the page.

14. Click “run now” at the bottom of the page.

15. Save the report to a PDF and be sure to name it so it is easily identifiable (i.e. Jan2012 Exp Log_T Davis).

16. Scan all receipts related to the Expense Log into one PDF file (this can be done at any multi-function copy machine), and email it to yourself. Rename the file accordingly (i.e. Jan2012 Pcard receipts_T Davis).

17. For any receipts received via email, please attach that message along with all scanned receipt, and PDF of your expense report in one email to Traci.Davis@lyndonstate.edu. Please note: you no longer need your supervisor’s signature prior to submitting your report. Traci will verify that all corresponding receipts have been received, and will then forward your report through ImageNow to your supervisor for their stamp of approval.

The P-card accounting cycle always ends around the 20th of the month. Traci sends a reminder every month around the 23rd with detailed instructions for completing the expense report process, and a deadline for submission to Accounts Payable. The Missing Receipt Form is acceptable only as a last resort. It is expected that every effort will be made to obtain proper supporting documentation.

The mailroom is located on the 1^st floor of Vail.

You can pick up your key in the mailroom.  You will need your student ID in order to be able to get a key.

If you lose your mailroom key, you can buy another one for $5.00.  You will need your student ID in order to be able to get a key.

No, we do not have stamps/envelopes.  The bookstore sells them.

It is recommended that you check your mailbox at least once a week.  Even if you don’t receive a lot of off-campus mail, you may have important notices from the college (i.e. Financial Aid, Student Services, Registrars, etc.)

You will receive either a pink card or a green card in your mailbox. The pink card means you have received a package from USPS (United States Postal Service) that did not require a signature but is too big for your mailbox. The green card means you have received a package for which you need to sign (i.e. UPS, Fed Ex, Federal Express, etc.).

You will need to show your Student ID to pick up any package. NO ID, NO PACKAGE.

If there is a package that needs to be picked up immediately, I will e-mail you to let you know.  You will need to show your Student ID to pick up any package.  NO ID, NO PACKAGE.

If you have a question about a package and have not received a card, please stop by the mailroom and we will try to help you find it.