Frequently Asked Questions
General Questions
How do I request a check for pick up?
How do I request to have paperwork sent with a check?
How do I know if a check has been written?
What do I do if I charged an "unallowable" expense to my Small Purchase Credit Card (SPCC)?
Am I allowed to purchase gifts of awards using UMW funds?
Mileage and Car Rental Questions
1. Renting a car is a time-consuming process. Is the employee's time away from the office calculated in the trip calculator cost comparison?
2. Supposedly, Enterprise will pick up the traveler. If pick up is not available, are we allowed to be reimbursed for mileage the employee has to drive to get to Enterprise? Is this expense considered in the trip calculator cost comparison?
3. Is the rate given on the Enterprise website a guaranteed rate?
4. Does the rate given on the Enterprise website comparison page include all taxes associated with the car rental?
5. The regulations say that we must rent the most economical car. If Enterprise does not have any of those cars and gives an upgrade, will I be reimbursed for the upgrade?
6. The regulations say that we are NOT allowed to purchase gas at a car rental agency. Can I purchase gas at Enterprise or does the gas have to be purchased from a gas station?
7. What should I do if the message on the Enterprise Leasing website says, "Sorry, this branch will be closed that day. Please choose another date."?
How do I get reimbursed?
If you want to be reimbursed for Travel expenses, see Reimbursement Process for Travel Expenses .
If you want to be reimbursed for anything OTHER THAN Travel, see Reimbursements.
How do I request a check for pick up?
The person who enters the check request in Banner (usually the departmental secretary) will need to write the pick up request information--including the date the person wants to pick up the check--on the paperwork that is sent to Accounts Payable. (NOTE: In Banner, the appropriate code in the "Discount Code" field must be selected.) The State has rules regarding when checks can be written, but as long as your request is in accordance with the State regulations, the Accounts Payable department will try to fulfill your request. All checks may be picked up at the Cashier's Office in Lee Hall 206. When you go to the Cashier's office to pick up your check, you will need to tell the cashier the name of the PAYEE on the check --not your name.
How do I request to have paperwork sent with a check?
Any special requests or instructions must be CLEARLY written on the paperwork that is sent to Accounts Payable. In addition, in Banner, the appropriate code in the "Discount Code" field must be selected. (The paperwork that is sent to Accounts Payable should include the Banner "I" number.) See details under the appropriate payment type in the Direct Pay Table.
How do I know if a check has been written?
We are currently working on Banner instructions for this question. Check FOIDOCH to review the status of your request. Feel free to email payables@umw.edu or call AP at 654-1224 to know whether or not a check has been written.
What do I do if I charged an "unallowable" expense to my Small Purchase Credit Card (SPCC)?
You should NOT use your SPCC for business meals, hotel expenses, car rentals, gas for cars or any expense that is being charged to Banner FUND "8xxx" (except Banner FUND "89xx") regardless of the type of expense. Depending upon the business establishment's set-up with VISA, the charge may go through, but State regulations say that these expenses are NOT allowable expenditures on the SPCC. If you have made any inappropriate charges on your SPCC, call Purchasing at 654-1057 to explain your mistake. You personally will have to reimburse UMW for the expense, attach the receipt of your reimbursement to UMW to the SPCC log for the inappropriate SPCC expenditure. You may then submit for proper reimbursement (see Reimbursements ) for the expense.
Am I allowed to purchase gifts or awards using UMW funds?
"Gifts" or "prizes" are allowed as long as the "gift, prize," or "award" is essential and reasonable--AND THE REASON FOR GIVING THE AWARD SUPPORTS THE MISSION OF THE UNIVERSITY. The Commonwealth's regulations in the CAPP manual dictate whether an expense is allowable. (For example, alcohol, retirement parties, retirement gifts, birthday gifts, etc. are NOT allowable expenses.) Remember that accounts are open to the public and must be able to sustain the test of public review (audit and/or newspaper). CAREFULLY read and follow the UMW Gift Giving Policy before purchasing a gift.
IT IS THE RESONSIBILITY OF THE ACCOUNTS PAYABLE DEPARTMENT TO ENSURE THE EXPENDITURE IS ALLOWABLE AND REASONABLE; IT IS THE RESPONSIBILITY OF THE PERSON BUYING THE GIFTS TO INCLUDE WRITTEN DOCUMENTATION THAT JUSTIFIES THE EXPENSE. IF THE EXPENSE IS NOT JUSTIFIED AS REASONABLE BY THE ACCOUNTS PAYABLE DEPARTMENT, THE PERSON WHO PURCHASED THE GIFT WILL HAVE TO REIMBURSE UMW (if a UMW direct purchasing method was used) OR THE PERSON WILL NOT BE REIMBURSED (if requesting reimbursement).
What is an acceptable "proof of payment" or receipt?
There are many different kinds of receipts. The state requires an actual ORIGINAL, ITEMIZED, DETAILED receipt. The purpose of a receipt is to show items/services purchased and to serve as the "proof" that payment in full was actually made. If a "balance due" shows on a receipt, then full payment is not "proven." A copy of a check that was written does NOT serve as "proof" that payment was made; however, a cancelled check usually does prove that payment was made but does NOT indicate ITEMS purchased. A credit card statement alone does NOT show ITEMS purchased but does show that payment was made. If you do not have an actual receipt, you may use a combination of some of the above mentioned items to "prove" payment was made. (For example, you may have a copy of your conference registration form and a copy of the check. If you submit those two items ALONG WITH a copy of your bank statement showing that check number in that amount as cleared, then we will accept those three items together as proof of payment.) Contact Vicki Eppes-Ward at 654-1224 with questions.
Will I get a Tax Form 1099?
The University of Mary Washington complies with all IRS regulations. If UMW has written checks to you (other than Payroll checks, reimbursement checks, student loan checks or refund checks) totaling $600 or more in a calendar year, you may receive a Tax Form 1099. If you feel you have received a Form 1099 in error, please contact Leigh Penn at 540-654-1226.
Mileage and Car Rentals
1. Renting a car is a time-consuming process. Is the employee's time away from the office calculated in this trip calculator cost comparison equation?
ANSWER - NO this cost is not considered in the Trip Calculator; HOWEVER, you may print the page and include additional hand-written cost information (such as administrative time, mileage reimbursement to get to the Enterprise location, etc.) on the page that would show the TRUE cost analysis. If the "bottom line" figure shows that using your personal vehicle is less expensive, then you can be paid the higher rate. You must have the cost analysis signed by the President or the President's designee appropriate to your department, and you must submit this paperwork when you submit for reimbursement.
2. Supposedly, Enterprise will pick up the traveler. If pick up is not available, are we allowed to be reimbursed for mileage the employee has to drive to get to Enterprise? Is this expense considered in the trip calculator cost comparison?
ANSWER - Yes the traveler is reimbursed for driving to the Enterprise dealer, and NO this cost is not considered in the Trip Calculator; HOWEVER, you may print the page and include additional hand-written cost information (such as administrative time, mileage reimbursement to get to the Enterprise location, etc.) on the page that would show the TRUE cost analysis. If the "bottom line" figure shows that using your personal vehicle is less expensive, then you can be paid the higher rate. You must have the cost analysis signed by the President or the President's designee appropriate to your department, and you must submit this paperwork when you submit for reimbursement. .
3. Is the rate that is given on the Enterprise website a guaranteed rate?
ANSWER - The rates are guaranteed depending on which type of car
the traveler chooses.
4. Does the rate given on the Enterprise website comparison page include all taxes associated with the car rental?
ANSWER - YES
5. The regulations say that we must rent the most economical car. If Enterprise does not have any of those cars and gives an upgrade, will I be reimbursed for the upgrade?
ANSWER - YES AND NO as noted below.
YES, but only when the car rental is from your base point (defined as the place, office or building where the traveler performs his/her duties on a routine basis) AND you must document the facts on the Travel Reimbursement Request Form. REASON: You are mandated to rent from Enterprise, so there is no choice; you have to take the vehicle they offer.
NO when you are renting at your destination point (for example, if you took a plane). Upgrades are NOT allowed and you will NOT be reimbursed. REASON: You are not mandated to use any leasing company when you rent after you have reached your destination, so you can choose a company that has an economical car.
6. The regulations say that we are NOT allowed to purchase gas at a car rental agency. Can I purchase gas at Enterprise or does the gas have to be purchased from a gas station?
ANSWER - No. Gas will NOT be reimbursed if purchased at a car rental agency. In order to receive reimbursement for gas, gas must be purchased at a gas station.
7. What should I do if the message on the Enterprise Leasing website says, "Sorry, this branch will be closed that day. Please choose another date."?
ANSWER - The traveler prints the page showing the message and attaches it to the Travel Reimbursement Request Form; the traveler can use this reason for taking his personal vehicle and get reimbursed at the higher mileage rate OR the traveler can use this reason to rent the vehicle for an additional day that the car rental agency was not open. All documentation must be attached to the Travel Expense Reimbursement Form.