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| President Dr. Alan G. Merten | Athletic Director Tom O'Connor | Staff Directory |
| George Mason University | George Mason University On Campus | | Fairfax and Surrounding Areas | Facilities | Employment Opportunities | | Policies and Procedures | Academic Resources | | Recreational Sports | Aquatic and Fitness Center |
POLICIES AND PROCEDURES
Department of ICA
Events and Recreation Sports BUSINESS OFFICE POLICIES AND PROCEDURES
TRAVEL AUTHORIZATIONS A Travel Authorization form is only required for overnight travel that is greater than $500 or involves air travel and all recruiting travel. The form is available on the s:\drive under \Forms. The form can be used for domestic and foreign travel. No travel is allowed until the final approval is obtained. To allow for turn around time, all signed authorizations should be submitted to the Business Office at least 5 days before travel is anticipated. The form will be submitted to the Compliance Officer for all recruiting travel approval. Your immediate supervisor's approval will be obtained. The Assistant VP/Director of Athletics approval will also be obtained, if necessary. No travel authorizations will be approved after the travel has taken place. TRAVEL ADVANCES A travel advance can be submitted for team travel and hostess monies only. The forms are available from your office assistant. The form must be submitted to the Business Office. The form must include the pick up date. The form will be forwarded to the Deputy Associate AD for Intercollegiate Sports for approval. To allow for turn around time, the advance must be submitted at least 5 days before you need to pick up the travel advance check. The check is to be picked up in the Commerce Building (University Drive) on the fourth floor in the Accounts Payable Office. The check and a copy of the advance with the advance number will be given to you. It is the traveler's responsibility to repay the total amount of the advance within 30 days of receiving the advance. GE MASTERCARD TRAVEL CARD A GE MasterCard Travel card is available for all travelers for any University Business. This card is to be used solely for travel expenses. The card will be issued in the traveler's name and statements will be sent to the home address. The payment responsibility is entirely on the cardholder. Contact the Travel Office directly for applications, 3-2623. GE MASTERCARD CORPORATE SPECIAL USE CHARGE CARD A GE MasterCard program is available to the athletic teams only for team travel expenses only. The form is available to download at the following web site:
The cardholder will be given specific instructions and special forms upon receipt of the card. The purchasing limit is $4999.99 per transaction. These purchases must also adhere to all University regulations on purchases and services. These transactions are not tax exempt due to the fact they are services rendered. Purchases can be made on-line through the internet but only with a vendor that has a Secure Socket layer (SSL) Version 2.0 or higher. To ensure the vendor has a SSL, the address window must start with https://. This may not occur until the payment information is requested. After the actual charges are incurred the receipts are to be attached to the appropriate GE MasterCard form and submitted to the Business Office. The forms are available from your office assistant. The forms will be kept on file to reconcile to the monthly statement. The statements have a monthly closing date of the 15th. The statements will be sent directly to the cardholder. The statement must be submitted to the Business Office within 5 days. A cover sheet will be prepared to itemize the expenses by organization and account code. The paperwork will be forwarded to the cardholder and is to be signed by the cardholder and returned immediately to the Business Office. The supervisor's signatures will be obtained and the paperwork will be forwarded to the Accounts Payable Office. The final document must be submitted by the Business Office to Accounts Payable by the 10th of the next month. The expenses will be paid directly through the Accounts Payable Office on a monthly basis. TRAVEL EXPENSES
The following web page has travel requirements for foreign countries:
These should be rechecked immediately before the actual travel takes place. You must print this page at the time to attach to the voucher to substantiate your expenses. The receipt for actual lodging expenses must show a "zero balance" (i.e. proof payment has been made). Expenses, including recruiting, can not be paid by GE MasterCard Corporate Purchasing Card or GE MasterCard Corporate Special Use Card. For team travel, lodging expenses can be charged to the GE MasterCard Corporate Special Use Charge card.
Also reference the same web page for rate table for each individual meal. The following web site has travel requirements for foreign countries:
These should be rechecked immediately before the actual travel takes place. You must print this page at the time to attach to the voucher to substantiate your expenses. You cannot be reimbursed for lunch for same day travel unless it is a business meal or you are traveling with your team. Expenses, including recruiting, can not be paid by GE MasterCard Corporate Purchasing Card or GE MasterCard Corporate Special Use Card. For team travel, meal expenses can be charged to the GE MasterCard Corporate Special Use Charge card.
Also reference the same web page for rate table for each individual meal. The Northern Virginia rates apply for these meals. You must keep receipts for these meals to be able to be reimbursed and they must be itemized. If you do not incur any other expenses (for example parking) submit the Food & Beverage Authorization form along with the receipts to the Business Office. If you incur any other expenses you must submit a travel reimbursement voucher and attach the Food & Beverage Authorization form. Expenses, including recruiting, can not be paid by GE MasterCard Corporate Purchasing Card or GE MasterCard Special Use Card.
This can include trips between campuses, to meetings, airport, deliver paperwork, etc. You must submit for these expenses as mileage and not gas receipts. The traveler can submit gas receipts in lieu of mileage reimbursement.
You must submit for these expenses as mileage and not gas receipts. The traveler can submit gas receipts in lieu of mileage reimbursement.
If a vehicle is not available, an outside agency is permissible. If renting a vehicle on the road, you may obtain a vehicle at either economy class or mid-size class. The exception to this, of course, is the need for vans when on team travel. For team travel, vehicle rental expenses (including gas) can be charged to the GE MasterCard Corporate Special Use Card. If an outside agency is used, decline all insurance offered by the agency. All employees are covered by the Commonwealth's policy. If you renting in a foreign country, you must accept the insurance and you will be reimbursed. You must replenish the gas tank before returning the vehicle to the agency. If you do not, you will not be reimbursed for the refuel charge.
GROUP MEALS A food & beverage form must be submitted for any group meals that do not involve any other type of travel and a travel advance was not used, using either on-campus or off-campus vendor/person & must be pre-approved. This can include meals for job candidates, business contact, etc. For off-campus vendors, the form is available on the s:\drive under \Forms. The names of any anticipated participants must be submitted with the form. The meal limits guidelines to be applied are the individual rates but can be up to 50% higher. The information is available from the following web site:
The administrator of the organization and the Assistant VP/Director of Athletics must approve the Food & Beverage Authorization form. The exception is the Deputy Associate AD for Intercollegiate Sports is the administrator for the organization involving athletic teams. The form must be submitted to the Business Office at least 5 days prior to the event. The appropriate approvals will be obtained by the Business Office. For on-campus meals, a Sodexho Food & Beverage Authorization form must be submitted to the Business Office along with the signed Event Contract and the list of attendees. The form is available to download at the following web site:
The administrator of the organization and the Assistant VP/Director of Athletics must approve the Sodexho Food & Beverage Authorization form. After the Business Office secures all signatures, the forms will be faxed to Sodexho. The form must be to Sodexho three days prior to the event. For off-campus meals for teams, the GE MasterCard Corporate Special Use Card can be used. Accompanying staff must eat with the team. The forms are available from your office assistant. After the actual charges are incurred the receipts are to be attached to a GE MasterCard Meals & Food Supplies form and submitted to the Business Office. A list of attendees must also be included. The forms will be kept on file to reconcile to the monthly statement. The expenses will be paid directly through the Accounts Payable Office on a monthly basis. For other off-campus group meals, the Food & Beverage Authorization form must be submitted for the appropriate vendor/person prior to the event. A list of attendees must also be included and accompanying staff must eat with the team. The form must be submitted to the Business Office for approvals. After all signatures are obtained by the Business Office, the form will be returned to the requesting individual. Upon completion of the event, the form along with the invoice/receipts must be forwarded to the Business Office. When traveling with the team and meal expenses is incurred, the coach can use their GE MasterCard Corporate Special Use Card. After the actual charges are incurred the receipts are to be attached to a MasterCard Meals & Food Supplies form and submitted to the Business Office. The forms are available from your administrative assistant. A list of attendees must also be included. The forms will be kept on file to reconcile to the monthly statement. The expenses will be paid directly through the Accounts Payable Office on a monthly basis. AIR/TRAIN TRAVEL Any travel arrangements made for recruits, job candidates, team or individual travel for air or train can be made directly from the airlines, internet or a travel agency. If a travel agency is used be aware they will impose a per ticket fee for their services. Reservations can be requested through any of these modes, but a Travel Authorization form must still be signed by the traveler and submitted to the Business Office. The Business Office will obtain the appropriate administrators and the Assistant VP/Director of Athletics signatures. The expenses can be charged to your GE MasterCard Corporate Purchasing Card, or for teams the GE MasterCard Corporate Special Use Card. If the GE MasterCard Corporate Purchasing Card or the GE MasterCard Corporate Special Use Card is used a receipt must be obtained and submitted to the Business Office along with MasterCard Airfare form or referenced on the MasterCard log sheet. The forms are available from your administrative assistant and/or on the s: drive under \Forms. The receipt must include the traveler's name (s), trip itinerary, price and organization number to be charged. It is highly recommended you obtain a confirmation/control number to guarantee the reservation. If the personal GE MasterCard travel card is used you cannot be reimbursed for the airfare till the trip is concluded. A receipt and the boarding pass stub must be attached to the travel reimbursement voucher. If tickets are purchased over the internet you must attach the receipt that shows proof of payment, with dollar amount, which confirms the type of ticket purchased (coach class), to either the MasterCard paperwork or the travel reimbursement voucher. You need to be aware that when arranging air travel there may be possible penalties for changes. The penalties are for name changes, cancellations and/or date changes. For team travel arrangements, it is best to speak to the group office or sports desk at the airlines if you are contacting them directly. HOTEL RESERVATIONS & EXPENSES-TEAM TRAVEL When traveling with the team and lodging expenses are incurred, the coach can use their GE MasterCard Corporate Special Use Card. The reservations can be made over the telephone, by fax or through the internet. After the actual charges are incurred the receipts are to be attached to a MasterCard Hotel form and submitted to the Business Office. The forms are available from your administrative assistant. The forms will be kept on file to reconcile to the monthly statement. The expenses will be paid directly through the Accounts Payable Office on a monthly basis. RENTAL VEHICLES/ TRANSPORTATION EXPENSES -TEAM TRAVEL When traveling with the team and rental vehicles (non Motor Pool) are necessary, the coach can use their GE MasterCard Corporate Special Use Card. You need to decline all insurances offered by the agency. All employees on University business are covered by the Commonwealths policy. After the actual charges are incurred the receipts are to be attached to a MasterCard Vehicle Rental & Gas & Tolls & Parking form and submitted to the Business Office. The forms are available from your administrative assistant. The forms will be kept on file to reconcile to the monthly statement. The expenses will be paid directly through the Accounts Payable Office on a monthly basis. When traveling with the team and gas, tolls and parking fees are necessary, the coach can use their GE MasterCard Corporate Special Use Card. After the actual charges are incurred the receipts are to be attached to a MasterCard Vehicle Rental & Gas & Tolls & Parking form and submitted to the Business Office. The forms are available from your administrative assistant. The forms will be kept on file to reconcile to the monthly statement. The expenses will be paid directly through the Accounts Payable Office on a monthly basis. BUS TRANSPORTATION-TEAM TRAVEL The transportation must be obtained in accordance with the procurement rules. All documentation must be kept to ensure the best available pricing was obtained for each trip. The services can be charged to the GE MasterCard Corporate Special Use Card. After the actual charges are incurred the receipts are to be attached to a MasterCard Vehicle Rental & Gas & Tolls & Parking form and submitted to the Business Office. The forms are available from your administrative assistant. The forms will be kept on file to reconcile to the monthly statement. The expenses will be paid directly through the Accounts Payable Office on a monthly basis. If the vendor does not accept the GE MasterCard Corporate Card, a purchase order must be issued with the company before the trip. The purchase order is acquired by submitting a typed requisition form to the Business Office. Your administrator's approval will be obtained. The Purchasing Office will issue a Purchase Order. A copy of the purchase order will be sent to the requestor for the purpose of the receiving report. The form must be filled out completely and submitted to the Business Office as soon as the goods and/or services are received. RECRUITING VISITS For all athletic recruiting visits, the coach must submit the following forms to the Business office for approval: prospect's pertinent information, official visit form, student host instruction form, travel authorization form and food & beverage form (list of attendees names attached or typed on back). The form will be submitted to the Compliance Officer for approval. The Deputy Associate AD for Intercollegiate Sports will then approve after the Compliance Officer's approval is obtained. The forms will be returned to your administrative assistant for further processing. After expenses are incurred, the food & beverage form and/or travel voucher and receipts will then be submitted to the Business Office for final processing. INDEPENDENT TRAVEL PERMISSION FORMS A form must be submitted if a student athlete intends on using an alternate mode of travel than with the team (either to the contest or return trip). The form must be submitted before the travel occurs. Both the student athlete and the coach must sign the form. If the athlete is under 18, the parent must also sign. The form is to be submitted to the Deputy Associate AD for Intercollegiate Sports for final approval. The form will be filed in the team contact/emergency book in the Athletic Administrative area. NON-GMU TRAVELERS LIABILITY FORM A form must be submitted if a traveler not associated with the University intends on traveling with the team. The form must be submitted before the travel occurs. The form is to be signed by both the traveler and the coach. If the athlete is under 18, the parent must also sign. The form will be filed in the team contact/emergency book in the Athletic Administrative area. TRAVEL VOUCHERS-NON-TEAM TRAVEL All expenses related to travel must be submitted on a typed Travel Expense Reimbursement Voucher to obtain reimbursement. The form is available on the s:\drive under \Forms. The form must be submitted to the Business Office within 5 days of a trip (with all receipts attached) to ensure time to obtain all authorizing signatures. Each day's expenses must be broken out on the form. The signature of the Compliance Officer will also be obtained, if necessary. The Travel Office will then process the vouchers. Once the Travel Office processes the voucher, the check is in the mail to the traveler in approximately 7-10 days. State rules require employees traveling more than twice a year to be enrolled in the Electronic Data Interchange (EDI) program. The form is available to download at the following web site:
EDI travel reimbursements are deposited electronically to the employee's bank account. The Commonwealth of Virginia will notify employees via email when payments are posted to their bank account and allow them to view the associated payment remittance data on a secure website. For mileage reimbursement and/or tolls and parking only, submit a mileage travel expense reimbursement voucher. The form is available on the s:\drive under \Forms. No other expenses can be claimed on this form. The same process applies as above. TRAVEL VOUCHERS-TEAM TRAVEL All expenses related to travel must be submitted on a typed Travel Expense Reimbursement Voucher to obtain reimbursement. Each day's expenses must be broken out on the form. The draft form is to be filled out and submitted to your office assistant along with all receipts attached. If an advance was used, indicate the travel advance number (LI#) on the voucher & the amount of the advance. The form will be typed and returned to you for your signature. The form is available on the s:\drive under \Forms. The form must be submitted to the Business Office within 5 days of an overnight trip (with all receipts attached) to ensure time to obtain all authorizing signatures. The signature of the Compliance Officer will also be obtained, if necessary. The Travel Office will then process the vouchers. If there is a balance due on a travel advance from team travel, you must attach the check to the voucher, with the travel advance number (LI#) written in the memo section of the check. If you have not received an advance for the trip, once the Travel Office processes the voucher, the check is in the mail approximately 7-10 days. The Business Office can inform you when the Travel Office has processed the voucher. There is a direct deposit option. The form is available to download at the following web site:
VEHICLE INSURANCE CARRIER When operating a State vehicle, rented or leased vehicle when conducting University business, we have liability coverage in the case of an accident. The plan provides $2,000,000 per occurrence on automobile liability coverage. All accidents should be reported as follows:
If you have an accident: The Statement of Accident form is available at the following web site:
When driving a personal vehicle on University business, the operator's automobile insurance provides the primary coverage. The plan provides payment in excess of your policy, but only if you are operating your vehicle on State business. The Plan only pays up to $2,000,000 in excess of your personal policy limits. CELLULAR PHONES The University has issued a contract for individual phones. All information on available phones and services is available at the following web site: http://telecomadmin.gmu.edu/services.htm. Submit the appropriate forms from the website to the Business Office for processing. The cost of the phone and subsequent service will be charged to the individual's appropriate organization. CONTRACTS A contract must be issued for all intercollegiate contests. The scheduling forms are available on the s: drive under \Forms. The completed forms are to be submitted to the Business Office. The approvals will then be obtained from the coach, sports information, event management, facilities and Deputy Associate AD for Intercollegiate Sports. If any changes are necessary after the initial contract is approved, a new scheduling form must be submitted. The final schedule is to be issued by the Sports Information Office only. CERTIFICATE OF INSURANCE It is commonplace for contracting organizations to exchange Certificates of Insurance to demonstrate that they have insurance coverage. The University's Risk Manager provides such certificates on behalf of the Commonwealth. Requests should be submitted to the Business Office five (5) days in advance of the date the certificate is needed. WAGE AND/OR WORK STUDY EMPLOYEES All hourly, miscellaneous pay, one-time pay and/or college work study employees are processed through the Business Office. The supervisor must submit a packet of the following forms to the Business Office: federal tax, state tax, employment eligibility verification (I9), direct deposit, selective service compliance document, commonwealth alcohol & drug policy and conditions of employment for wage employees. The packets with all the appropriate forms (except the worker request form) are available in the Business Office. The appropriate worker request form is available on the s: drive under \Forms. The forms are word documents. The schedules necessary to complete the forms are available from the following web site:
The worker request forms are to be submitted by email to the Business Office to: kschulie@gmu.edu or jmedford@gmu.edu as an attachment. The form must be filled out completely or the form can not be processed. The packets are to be submitted to the Business Office as soon as the worker request form is submitted. All information must be on file in the Business Office at least two weeks before electronic time entry is due to ensure the employee will receive have access to the electronic time entry. Direct deposit is mandatory for all new personnel. All personnel must possess a social security number prior to employment. There are special rules for resident aliens (the Business Office should be consulted for more information). All international students must have a 19 and tax forms approved by International Student Services before employment begins. The copies certified by International Student Service must be submitted to the Business Office, even if the employee has been previously employed by another department on campus. All personnel must then submit their hours electronically to receive their earnings. The procedures for electronic time entry are available on the s:\drive under \Forms. The employees and the supervisors will receive emails from Human Resources reminding employees and their supervisors of upcoming deadlines. The schedule on the web site is subject to change, and an email will be sent out informing all parties of any changes. If for any reason the electronic time is not successful, an amended timesheet is to be submitted to the Business Office. The form is available to download at the following web site:
Upon completion of the form, submit to the Business Office. The timesheet will be faxed to the Payroll Office. The employee will not be paid till the next payroll date subsequent to the payroll period being submitted. PURCHASING OF GOODS/SERVICES - UNDER $2,000 All goods and services must be acquired by adhering to the procurement rules of the University. Individuals with organizational responsibility may purchase goods and services using several procurement methods: The following items cannot be purchased under state regulations: subscriptions (except for bona fide business purposes and not to exceed one year); cash advances (except for team travel); gifts; flowers; bottled water (except for team use or events); coffee service; alcoholic beverages; picture framing (unless items remain the property of GMU); snacks for employees; retirement parties or employee going-away parties; group luncheons for employees; holiday cards; decorations (except for events); non-business related newspapers or magazines; charitable donations; replacement of stolen or lost employee personal articles; personal items for employees (e.g. academic regalia); tuxedos or formal wear; employee clothing (non-uniform). The list is intended to provide general guidance in judging the appropriate use of State funds. However, all University funded expenditures are subject to public scrutiny. Consider the appearance of any unusual purchase before you commit.
The Purchasing Office provides support to departments through the establishment of agency contracts. These often carry very favorable pricing. The following is a list of some of the commonly used agency contracts: moving, hauling & labor services, wireless phone service, temporary personnel services, local lodging, office supplies, computers and audio visual equipment. Purchases may be made without competition in the following situations. Prior approval by the Director of Purchasing may be requires.
All office supplies, letterhead, envelopes and other logo items can be purchased from The Supply Room Company through a state issued contract. We receive on average a 40% discount on all goods. A link to items through the mandatory source for writing implements, Virginia Industries for the Blind is also available from The Supply Room Company. The Supply Room Company assesses a $5 small order fee for all orders less than $25. The purchases must be made through the eVA system. The contract for laser printer and fax machine cartridges is through Ameri Tech Concepts. Contact the Business Office for further information. All purchases can be made using your GE MasterCard Corporate Purchasing Card. The University is exempt from paying sales tax in Virginia, except for lodging and prepared food. If the vendor requires a certificate, contact the Business Office. eVA, VIRGINIA'S ELECTRONIC PROCUREMENT SYSTEM Individuals with organizational responsibility may purchase most goods and services, except those specifically exempted, costing less than $2,000 by utilizing eVA, Virginia's electronic ordering system. The University is assessed a penalty for all purchases that do not comply with the eVA mandate. The following purchases are exempt from the eVA system: Access to eVA requires a state issued user name and password. Access request forms for eVA are available to download at the following web site:
The completed forms should be emailed to fast@gmu.edu or faxed to 3-2920. The required training is sponsored by the Fiscal Services department and registration for the classes is available at the following web site:
Two methods of payment are available for eVA orders. They are: GE MasterCard Corporate Purchasing Card or direct bill to the University. The eVA system can be accessed at the following website:
The current listing of registered vendors is available on the eVA home page. The following information is provided: contact information; accepts credit cards; accepts MasterCard; accepts electronic orders (Yes or No). The order process begins with the creation of an eVA purchase requisition. A buyer will generally select one of two processes to complete their order: punchout catalog or noncatalog order. When the order is finalized, a purchase order number is generated. Purchase orders charged to a GE MasterCard Corporate Purchasing Card will begin with a PCO. Purchase orders to be billed and paid by Accounts Payable will begin with DO. Vendors who accept orders electronically will receive those orders directly from eVA. If a vendor does not accept electronic orders, the purchaser will print and fax the order to the vendor. It is necessary for Accounts Payable to receive proper receiving information in order to process vendor invoices in a timely manner for DO orders. Submit a copy of the DO with the following information to the Business Office:
1. Date goods/services received GE MASTERCARD CORPORATE PURCHASING CARD The GE MasterCard Corporate Purchasing Card may be used to purchase items costing less than $2,000. The card is used in conjunction with the eVA system. The application form is available to download at the following web site:
The completed form must be submitted to the Business Office for processing. The applicant will be notified by the charge card administrator when the card has arrived and of the date/time of the next mandatory training session. All MasterCard purchases of goods and services, except those specifically exempted, should be purchased through eVA. After the actual charges are incurred the receipts are to be attached to a MasterCard Purchases form, eVA PC order or recorded on a MasterCard log sheet. The forms are available on the s: drive under \Forms. The MasterCard Purchases form can be submitted to the Business Office and will be kept on file to reconcile to the monthly statement. There is a website available for account inquiry and maintenance. The cardholders should sign on to NetService to access their account. From this site, cardholders can view and download transaction information, disputer charges, check limits and current balance and print off their statements one day after cycle closes. The statements have a monthly closing date of the 15th. The statements will be mailed directly to the cardholder. The statement must be submitted to the Business Office within 5 days of receipt, along with MasterCard Purchases forms or log sheet and all receipts. A cover sheet will be prepared to itemize the expenses by organization and account code. The paperwork will be forwarded to the cardholder and is to be signed by the cardholder and returned immediately to the Business Office. The supervisor's signatures will be obtained and the paperwork will be forwarded to the Accounts Payable Office. The expenses will be paid directly through the Accounts Payable Office on a monthly basis. CHECK REQUESTS A check request is used if the transaction is: The check request form is available on the s: drive under \Forms. The form must be typed. The original invoices and/or other documentation must be attached to the form. The form must be submitted to the Business Office. The form will be forwarded to the organization administrator for authorization and then submitted to the Accounts Payable Office for payment. Payment will be made to the vendor 30 days upon receipt of the check request form. If it is necessary for any employee to be reimbursed for the purchase of goods you must obtain a tax-exempt certificate from the Business Office prior to the purchase or you will not be reimbursed for the taxes. PURCHASING OF GOODS/SERVICES - $2000 & OVER All goods and services of $2000 or more must be acquired by submitting a requisition form to the Business Office. The requisition forms are available in the Business Office. The organization administrator must authorize the form. The requisition form and any necessary documentation (see chart below) must be submitted to the Business Office. If the quotation (s) is verbal, this must be stated on the requisition. The Purchasing Office will then issue a purchase order to complete the procurement. The requested vendor will receive the purchase order unless another vendor proffers a lower bid. A copy of the purchase order will be sent to the requestor for the purpose of the receiving report. The form must be filled out completely and submitted to the Business Office as soon as the goods and/or services are received. All goods and services must be submitted through the aforementioned process to guarantee receipt of goods or services and to facilitate payment. The guidelines for total dollar value of goods ordered are:
PATRIOT COMPUTER STORE All goods must be acquired by submitting a typed and signed requisition form to the store, costing less than $30,000. The organization administrator must authorize the form. The form can then be hand carried to store to obtain the goods. The pink copy along with the invoice must be submitted to the Business Office upon completion of order. The charges will be automatically posted to your organization by the General Accounting Office. GE MasterCard Corporate Purchasing Card can not be used. LOCAL AREA HOTEL ACCOMODATIONS Local area lodging may be paid for guests (e.g. job candidates) of the University. The Purchasing department has negotiated contracts with several hotels in the local area. We are encouraged to make guest lodging arrangements with one of these hotels to obtain favorable rates and direct billing to the University. The list of hotels is available online on the following website:
REVENUE REFUNDS In the event an individual or organization must be refunded revenues, a revenue refund form must be submitted to the Business Office. The forms are available on the s: drive under \Forms. The original invoices and/or other documentation must be attached to the form. The form must be submitted to the Business Office. The form will be forwarded to the organization administrator for authorization and then submitted to the Accounts Payable Office for payment. Payment will be made to the vendor 30 days upon receipt of the check request form. POSTAGE/EXPRESS MAIL All nonexpress mail is under the auspice of the internal mail service. The outgoing mail box is in the front office under the mailboxes. All envelopes must have the appropriate organization number written in the upper left corner. Contact the Mail Services Office for bulk mail services and policies, 3-2691. The express mail service is under state contract with UPS. The procedures and envelopes are located in the mailroom. The expense will be charged to your organization. COPY CARDS/DUPLICATING SERVICES A copy card must be obtained for access to the department's copying machines. Contact the Business Office through an email for a card. The charges are per page and expensed against the organization you identify in the email. If any problem occurs with the copy card, contact the Business Office, identifying the error received from the machine. If your copy card is lost, contact the Business Office immediately to ensure no expenses are incurred against the card. A fee will be charged to your organization for the lost card. If a problem occurs and/or paper needs to be ordered for either of the department machines, contact the Business Office immediately. If applicable, bring a sample demonstrating the problem with the machine output. The large duplicating jobs should be processed at print services located across campus. The service is encouraged due to the cost savings. A list of services can be accessed at the following website:
No duplicating jobs can be done with an off campus vendor unless pre-approved by the Print Services Director, 3-2550. BUSINESS CARDS/PUBLICATIONS All cards must be ordered using the form at the following web site:
You complete the form online, print and fax to the University Relations fax number referenced on the form. The form must be signed by the organization administrator. The original form must be submitted to the Business Office. The Creative Services Office provides top-quality, professional services at rates that are generally 50% less than those of nonuniversity service providers. We can produce the following types of products: booklets, brochures, fact sheets, fliers, invitations, pocket folders, posters, print advertising, stationary (online order form) and tabletop displays. Further information may be obtained at the following website:
PRINTING All printing requests for an off campus vendor must be pre-approved by the Publications Office. A typed requisition form with a sample must be submitted to the Business Office. The form will be forwarded to the organization administrator for authorization and then forwarded to the Publications Office. A significant lead-time may be necessary to retain approval. The Business Office upon approval or disapproval will notify the end user. BUDGET PROJECTIONS A budget projection form must be submitted at the beginning of every fiscal year. The forms are available on the s: drive under \Forms. SPORTS SPECIFIC FUNDRAISING All fundraising initiatives must be pre-approved. The policies and forms are available on the s: drive under \Forms. If the monies to be submitted are strictly donation and/or golf tournaments, the deposits must be submitted to the Patriot Club Office. If the activity is an event, the deposits are to be submitted to the Business Office. |
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George Mason Athletics On Campus
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