CMU Business Credit Card Training

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CMU Business Credit Card Training
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What are Business Expenses?

• An expense required for conducting CMU business.
• University business should be in support of a
  specific program of instruction, research, public
  service, or more general programs of professional
  improvement, advancement or university operations.

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Expense Categories

• Expenses typically fall into 3 categories
• Supplies
• Travel
• Entertainment

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CMU Business Credit Card

• The CMU Business Credit Card is a university
  liability card available to CMU employees as an
  option to pay for university business expenses
  including equipment, supplies, travel and
  entertainment.

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CMU Business Credit Card

• Any expenses allowed under the expenditure policy
  may be charged to the credit card, except for
  those items on your list of inappropriate
  purchases
• Original ITEMIZED receipts are required with your
  documentation

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CMU Business Credit Card

• 2500 single purchase limit for any purchase
  other than travel
• Cash advances will be limited to 200 per trip.
  This is available through the Student Service
  Court in the UC.

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CMU Business Credit Card

• The statement period is the 25th of the month to
  the 24th of the following month
• All documentation must be submitted by the 15th
  of the following month
• All expenses must be submitted within the same
  timeframe as the statement period.

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CMU Business Credit Card

• The ship to address and the billing address must
  be the same
• It is the cardholders responsibility to inform
  cashier BEFORE making a purchase that the
  transaction should be tax exempt.
• FED ID number and PIN number on back of card

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CMU Business Credit Card

• Report lost or stolen cards immediately JP Morgan
  Chase
• Smart Data Online (SDOL) can be used to transfer
  your costs from one cost center and or g/l
  account to another

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Business Travel ExpensesWhats Allowed?

• Transportation Expenses
• Air, rental car, taxi, bus, etc.
• Meals
• Per diem meals, entertainment/hosting
• Conference Fees
• Phone Calls business calls must be documented
• Tips
• Lodging

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Transportation and Parking

• Mileage Rate Effective 1/1/08, the standard
  mileage rate is 50.5 cents/mile.
• Lansing Airport ½ price parking CMU is now a
  partner in a program offered by Lansing Capital
  Airport. Employees and their families are
  eligible for discounts on business and personal
  parking at the airport.
• www.controller.cmich.edu/travel/fly_lansing.htm

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Business Entertainment ExpensesWhats Allowed

• Dept. Appreciation Events
• The cost of the event should be reasonable. The
  appropriate VP or Dean must approve all
  appreciation events.
• Group Travel (New added 4/1/08)
• In limited circumstances, lodging and business
  meals for large groups may be charged to one
  employees business credit card. PRIOR approval
  from Payroll Travel Services is REQUIRED.
• Friend/Family Hospitality (New added 4/1/08)
• When a CMU employee is traveling on university
  business and chooses to lodge with friends or
  family instead of at a hotel, it is permissible
  for the employee to purchase dinner(s) for the
  host(ess) as long as the cost is less than the
  cost of the lodging and not more than 40 per
  person.

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Business Entertainment ExpensesWhats Allowed

• Retreats, Workshops, Staff Meetings
• Beverages/refreshments for retreats, workshops
  and staff meetings are permissible. Any event
  held off campus including an overnight stay must
  have an itinerary and prior approval of the VP or
  Dean.
• Alcohol
• Is allowed for development events, business
  meetings and activities funded from ticket sales.
  Must not be charged to a general fund or grant
  account.

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Business Entertainment ExpensesWhats Allowed

• Retirement/Separation Functions
• Depts. may hold a reception for employees
  retiring or separating from the university (one
  per employee). Reasonable expenses, less than
  250 are permitted. More than 250 must have
  PRIOR approval of the appropriate Vice-President.

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General Business ExpensesWhats Allowed?

• Flowers/Plants
• Funeral flowers only for students (Dean of
  Students is responsible for this), faculty/staff,
  their spouse, children or benefit eligible
  partner.
• For decorations at events open to the public
• Gifts
• for donors, volunteers, visitors and/or speakers
• As part of a development activity
• Marketing Items
• CMU marketing materials (pens, mugs, etc) of
  nominal value, generally less than 10.00

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Business Expenses

• Cell Phone Allowance Policy Effective July 1,
  2008 With appropriate need and departmental
  approval, allowances for cell phone service will
  be added to the employees pay, paid based on
  their pay cycle. http//www.controller.cmich.edu/t
  ravel/cell_phone.htm
• Printing Services Policy Beginning October 1,
  2005 all printing jobs costing less than 20,000
  MUST be done on campus through printing services.
• http//www.cmich.edu/gencounsel/manual/p13002.pdf

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General Business ExpensesWhats NOT Allowed

• Personal Charges
• CMU parking permit
• Gifts for students, employees or members of their
  immediate family
• Sponsorships The university is not permitted to
  give charitable donations to any person or
  organization. They are only permissible if given
  in exchange for advertising or services. VP or
  Provost approval is required.

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Contracting Authority

• ALL contracts/written agreements must be signed
  by a CMU employee with the appropriate
  contracting authority.
• All contracts must go through a contract review
  process. See policy
• http//www.cmich.edu/gencounsel/manual/Contract_Re
  view_Process.pdf
• A contracting authority search is available on
  Contracting and Purchasing Services website at
  http//www.purchasing.cmich.edu

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Tips for a Quick Reimbursement

• Obtain correct signatures
• Enter date and time of departure and return for
  each trip
• Obtain and include all ORIGINAL itemized receipts
• Include business purpose and other detailed
  information necessary for
  entertainment/hosting activities

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Questions?

• Payroll/Travel Services - 3481 or 3525
• Payable Accounting -3523
• Contracting and Purchasing Services - 3929
• www.controller.cmich.edu