Travel with Students
It is the University's opinion that UMW employees should not have the burden of paying for student travel related expenses. Generally, the state expects employees to pay for their own official business travel related expenses and request reimbursement AFTER the travel has happened. The University does not feel it is appropriate for an employee to have to "front" or pay for student's travel expenses and wait for reimbursement. The state provides a number of purchasing tools for travel related expenses for both employees and students:
1. The departmental GE MasterCard - Paid directly by UMW BUT THERE ARE LIMITATIONS REGARDING TRAVEL PURCHASES--SEE LINK BELOW #3 FOR A TABLE*
2. Purchase Orders - Paid directly by UMW
3. A third option provided by the state is the GE MasterCard Travel Charge Card program, but this option is essentially a personal credit card that an employee can apply to GE MasterCard to get. The cardholder is responsible for timely payment to GE MasterCard whether or not the cardholder has received reimbursement. - This method is NOT paid directly by UMW and reimbursement will NOT happen until AFTER the travel has taken place.*Click here for details regarding available credit cards and a link to a table that shows appropriate travel-related expenses that can be charged to the departmental GE MasterCard
Not all travel related expenses can be paid directly by the University for a number of reasons:
1. Not all lodging facilities accept Purchase Orders, especially those out-of-state
2. Not all places accept MasterCard
3. There is no State purchasing tool paid directly by UMW for meals
4. There is no State purchasing tool paid directly by UMW to pay for car rentals or gas for car rentals
For these reasons, UMW will allow the option of using a UMW credit card
to pay for STUDENT travel related expenses
that cannot be paid by using the departmental GE MasterCard or a Purchase Order.
ALL of the state limits apply, and the UMW employee is expected to pay
for his/her own travel and be reimbursed AFTER the travel has happened.
If you are traveling with one or more students, please see the option below:
A UMW employee can "check out" a UMW credit card to pay for the STUDENT'S expenses, BUT ALL STATE LIMITS APPLY. The employee's expenses will have to be paid by the employee, and the employee will request reimbursement AFTER the travel has happened. For instructions regarding the reimbursement process for travel expenses, see http://www.umw.edu/ap/travel/reimbursement_process_for_1.php The employee is held responsible for ALL charges made against the credit card.
The following will occur if you choose to check-out a UMW credit card:
1. Complete a Request for Travel Form (and get ALL appropriate
signatures) for EACH person traveling. One Request for Travel
Form can be completed for all individuals traveling.
2. Take the completed form(s) to the Cashier's office in George
Washington Hall 111.
3. The Cashier will take your Request for Travel Form(s), have
you sign an agreement to use the card, and will give you a credit card
to use for THE STUDENT'S EXPENSES only--UNLESS an exception is granted
by the Associate Vice President of Business and Finance.
4. When you return from your travel, you should immediately submit
ALL ORIGINAL, DETAILED, ITEMIZED receipts to the Cashier.
5. The Cashier will review your receipts. If your charged
expenses exceed ANY State limits, the Cashier will ask you to deposit
the "overage" immediately.
6. The Cashier will submit all forms and receipts to the Accounts
Payable Office. If Accounts Payable finds any unallowable expenses
or any "overages" that the Cashier missed, Accounts Payable
will ask you to deposit money at the Cashier's Office. Accounts
Payable will attach the receipt of deposit to the credit card statement
as proof of money deposited. If you refuse to deposit the money,
Accounts Payable will file paperwork to have the money withheld from
your paycheck and you will not have the privilege of using this card
again.
Details regarding State Travel Regulations and expense limits can be found at http://www.umw.edu/ap/travel/