Frequently Asked Questions

General Questions

Mileage and Car Rental Questions


General Questions

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.

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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 make every effort 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.

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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.

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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.

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What do I do if I charged an “unallowable” expense to my Small Purchase Credit Card (SPCC) or to a UMW Finance Card?

The SPCC may not be used to pay for the following:

  • Hotel Expenses (regardless of funding source)
  • Car Rentals (regardless of funding source)
  • Meal Expenses (See the heading How to Pay for Food/Meals at Business Meals for details regarding card payment options.
  • Any non-state fund expense (NOTE: Information on the TESS website will help determine whether the funding source is a state fund or a non-state fund.)
  • Any expense using FUND 1117 , the State Equipment Trust Fund (Contact Procurement Services for assistance when paying for any item using FUND 1117.)

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 the cardholder mistakenly makes a purchase on the SPCC using a non-state funding source, the cardholder must contact the vendor to try to get a credit on the SPCC and pay using a UMW Finance Card. If the cardholder is unable to get a credit, the cardholder should contact Accounting and provide documentation that an attempt was made with the vendor to correct the issue. Accounting will then provide direction.

If the cardholder makes any inappropriate charges on the SPCC, call Procurement Services at 654-1057 to explain your mistake. You will be responsible for reimbursing UMW and attaching proof of reimbursement (the UMW receipt from the UMW Cashier) to the SPCC receipt for the item originally purchased. You may then seek proper reimbursement for the expense (see Reimbursements). Details regarding SPCC can be found on the Procurement Services web site.

If the card user mistakenly makes a purchase using the UMW Finance Card when not allowed, the cardholder must contact the vendor to try to get a credit on the UMW Finance Card and pay using the SPCC, if the expense is allowed on the SPCC. If the cardholder is unable to get a credit, the cardholder should contact Accounting and provide documentation that an attempt was made with the vendor to correct the issue. Accounting will then provide direction.

If the card user makes any inappropriate charges on the UMW Finance Card, call Accounts Payable at 654-1226 to explain your mistake. You will be responsible for reimbursing UMW and attaching proof of reimbursement (the UMW receipt from the UMW Cashier) to the UMW Finance Card receipt paperwork for the item originally purchased. You may then seek proper reimbursement for the expense (see Reimbursements). Details regarding the UMW Finance Card can be found on the UMW Finance Card web site.

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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 RESPONSIBILITY 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).

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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.

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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.

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Mileage and Car Rental Questions

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?

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 car rental agency 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.

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Supposedly, Enterprise and Hertz 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?

Yes, the traveler is reimbursed for driving to the car rental 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.

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Is the rate that is given on the Enterprise or Hertz website a guaranteed rate?

The rates are guaranteed depending on which type of car the traveler chooses.

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Does the rate given on the Enterprise cost comparison page include all taxes associated with the car rental?

Yes.

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The regulations say that we must rent the most economical car. If the car rental agency does not have any of those cars and gives an upgrade, will I be reimbursed for the upgrade?

YES, but only when:

  • The car rental is made at an Enterprise or Hertz in Virginia. Note that you must document the facts on the Travel Reimbursement Request Form. REASON: You are mandated to rent from Enterprise or Hertz, so there is no choice; you have to take the vehicle they offer.
  • There is an official business justification such as music professor transporting a large instrument which will not fit in a smaller car, OR the art gallery transporting a large piece of art that will not fit in a smaller car.

Important Note: When renting at your destination point (for example, if you took a plane to California), upgrades are very difficult to justify because you can use any leasing company (you are not mandated to use Enterprise or Hertz) so you should be able to choose the most economical car. Document the situation if the most economical car was not an option.

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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?

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.

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What should I do if the message on the Enterprise or Hertz website says, “Sorry, this branch will be closed that day. Please choose another date.”?

The traveler prints the page showing the message and attaches it to the Travel Reimbursement Request Form; the traveler can use this documentation to further calculate the additional day(s) expense as part of the cost analysis for justifying taking his personal vehicle and getting reimbursed at the higher mileage rate. IF THE COST ANALYSIS SHOWS IT’S CHEAPER TO RENT THE CAR, then you should either rent the car OR expect to be reimbursed at the LOWER MILEAGE RATE–unless you SHOW in writing the other administrative costs associated with renting the vehicle. If the final cost analysis shows it’s cheaper to rent the car, and you take your personal vehicle, you will be reimbursed the LOWER mileage rate. All documentation must be attached to the Travel Expense Reimbursement Form.

IF THE TRAVELER RENTS A VEHICLE, the traveler should print this page to justify renting 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.

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