Other Student Travel
When traveling with one or more students within the realm of your official UMW duties, a UMW EMPLOYEE* may "check out" a UMW Finance Card from the Cashier to pay for TRAVEL-RELATED expenses, BUT ALL STATE REGULATIONS AND LIMITS APPLY. The employee is held responsible for ALL charges made against the Card during the time the employee has the Card checked out.
The following will occur if you choose to check out a UMW Finance Card:
- Complete a Request for Travel Form (and get ALL appropriate signatures) for EACH person traveling. In an effort to save paper, ONE Request for Travel Form may be completed for all individuals traveling. Simply complete one Request for Travel Form for the employee travel and attach a list of travelers (indicating the traveler status as student, employee, guest, etc.) to the Request for Travel Form.
- Take the approved Request for Travel Form(s) to the Cashier's office in Lee Hall.
- The Cashier will take your Request for Travel Form(s), have you sign a Purchasing Agreement to use the Card, and will give you a UMW Finance Card to use to pay for the travel-related expenses for you and the student(s).
- The cashier will email payables@umw.edu a copy of the Request for Travel Form(s).
- Accounts Payable will email the traveler and the cashier to verify or correct per diem and lodging rates.
- When the traveler returns from the trip, the traveler should IMMEDIATELY submit the UMW Finance Card and ALL ORIGINAL, DETAILED, ITEMIZED receipts to the Cashier.
- The Cashier will review on-line the swiped charges made on the Card and will require receipts for all transactions on the Card during the time you had the Card checked out. If charged expenses exceed ANY State limits, the Cashier will ask you to deposit the "overage" immediately. If you fail to produce a receipt for a charge on the Card, you will be asked to make a deposit to UMW for the charge. The Cashier will give you a receipt and will attach a copy of the receipt to the paperwork to show the overage was paid by you. Any disputes will be handled with the Accounts Payable Manager or Assistant Vice President for Finance. If you refuse to repay UMW for an inappropriate expense, 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.
- 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 your repayment/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.
* An employee is defined as a UMW faculty or staff member. Anyone other than an employee who wishes to use a Card must submit an exception request to the Assistant Vice President for Finance. The exception request will be reviewed, considered and determined by the Assistant Vice President for Finance. Any exceptions that are granted must be in writing. In addition, the wording ("Employee Signature" and "Payroll withholding" changed to "Student Account") on the Purchasing Agreement must be corrected and initialed by the Assistant VP of Finance and the Card user.
Details regarding State Travel Regulations and expense limits can be found at http://www.umw.edu/ap/travel/