�� - handbook

Tips

sfine — Fri, 29 Jan 2016 16:03:00 +0000

Cash Advances may appear as a charge on your U-bill. Currently, late fee charges will not be accrued. However, this policy may change in the future. If late fee charges occur, they are the responsibility of the traveler.

U-bill charges that have posted and can be paid via personal Access+ accounts; consequently, Global Programs cannot process personal checks to reimburse unspent cash advance funds.

Cash advances obtained using a T&H card via an ATM machine need to be fully accounted for using receipts documenting how the cash was spent. The ATM receipt should be obtained to document the ATM activity and any fees incurred to obtain cash.

Keep a digital copy of all receipts (pdf or jpg)

ISU Accounting requires an accurate description of all expenditures in English. A handwritten notation in English on the actual receipt is acceptable.

If a currency exchange rate is not provided, an on-line conversion site (i.e., OandA) will be used. All receipts submitted to ISU Accounting must reflect the expense amount in U.S. Dollars. A handwritten notation in English on the actual receipt is acceptable.

If a vendor cannot provide a receipt, a generic receipt receipt form may be filled out and signed by the vendor.

In the event that a receipt is lost or unavailable, a Certificate of Missing Receipt form can be completed and submitted.

ISU Accounting strongly discourages faculty/staff from reimbursing each other for travel expenses from personal funds, travel advance funds or cash obtained via an ATM using a T&H card. The majority of program directors are ISU employees and all program directors should submit their expenses individually.

It is extremely helpful to have an accounting summary (example1, example2) of all trip expenses in chronological order including digital receipts, a detailed description of the expense, name of payee, purpose of expense, and what type of payment was used (cash, T&H card, etc.) If individuals other than program directors and students were included in the expense, ISU Accounting requires those names and their official involvement with the travel course.

Note: Every international travel reimbursement is audited by ISU Accounting. If there are questions regarding your reimbursement, ISU Accounting will contact program directors directly.

Tags:

tips

reimbursements

financial

handbook

File(s):

Expense Log Example.pdf

Receipt template.pdf

expense_log_journal_with_receipts.pdf

cert_missing_receipt_2019.pdf

Pre-Payments

sfine — Fri, 22 Jan 2016 15:28:06 +0000

When possible and appropriate, it is encouraged that you consider paying group expenses prior to travel. Prepayments allow you to limit the amount of cash required in travel status and also the amount you may need to obtain in country. Please allow 10-15 working days for processing pre-payments.

Options include:

Travel and Hospitality Cards with �� Features:

Select the Office for Global Engagement staff members have T&H cards with higher card limits. If you would like to pay for advance reservations for your travel course before your card is configured, please contact Jodi Cornell or Visha Arumugam for more information.

You can use your ISU T&H card for study abroad expenses. If you do not have a T&H card, your department must request one for you, then study abroad staff can request additional features, including cash advances and higher limits. A 2.5% fee is added to all cash withdrawals made on T&H cards. This fee is charged as a separate transaction. NOTE: When traveling outside of the United States, T&H Card charges may include a foreign transaction fee of 1% of the transaction amount. This fee is added to the transaction and is not a separate fee. The only way to avoid this fee is to ask the supplier if you can use your card to pay in US Dollars.

Travel and Hospitality Card Activation:

Call the 800 number on the sticker on the front of the card.

When asked for the ZIP code
1. use the ZIP code for your billing address (usually your office address and for most cardholders, 50011)
When asked for the last 4 digits of your Social Security number/employee ID
1. use the last 4 digits of your University ID
When asked for the account phone number
1. use your university telephone number

Instructions for Setting or Changing a Pin (PDF)

Wire Transfer

Wire transfer payments can be made both in U.S. Dollars and international currencies. Wire transfers are allowed for international vendors only. To make a vendor payment by wiring funds, the following information is required, please contact Visha Arumugam for assistance.

Detailed billing invoice from the vendor stating who, where, how much and what for. If the transaction requires a deposit payment followed by a balance payment at a later date, that information should be clearly stated on the vendor’s invoice (see invoice samples Invoice Sample 1 Invoice Sample 2)
Complete vendor contact information including company name, contact person, address, phone, fax
Complete vendor bank information including:

Bank Name
Bank Address
Name on Bank Account
U.S. Corresponding Bank (many times needed to wire USD to another country)
Account Number
Swift Code

ISU Check

Applies only in the event that a vendor has an office located in the U.S. (all domestic vendors must be paid via check per ISU policy) or will accept payment via check. If this is the case, the following information is required, please contact Visha Arumugam for assistance.

Detailed billing invoice from the vendor stating who, where, how much and what for. If the transaction requires a deposit payment followed by a balance payment at a later date, that information should be clearly stated on the vendor's invoice (see Sample Invoice)
Complete vendor contact information including company name, contact person, address, phone, fax

Professional Services Agreements

Some program directors elect to compensate non-ISU personnel to assist with logistics and payments for travel courses. These non-ISU personnel would be individuals (not a tour company or service) that make the majority of the travel course arrangements on the program director's behalf. This is an approved practice by ISU Procurement; however, a Professional Services Agreement is required to be completed before compensation can be made. It is beneficial to begin the PSA process in advance of any work done by the payee. The online process can be found at https://www.procurement.iastate.edu/forms/contract-request-form International PSAs need to be reviewed by the ISU Global Workforce Team. Please visit https://www.universitycounsel.iastate.edu/legal-guidance/work-in-foreign-countries to find out more about work in foreign countries and paying foreign suppliers. If you would like to compensate non-ISU personnel for assisting with your travel course, please contact the Office for Global Engagement office for assistance. A PSA is not required for tour guides/services incurred during the travel course. Please contact Jodi Cornell with questions.

Tags:

File(s):

Betchart Final Invoice-Antarctica 2014.pdf

Invoice Sample-deposit.pdf

Invoice Sample-2.pdf

cardholder_agreement_-_changing_or_setting_a_pin_april_2023.pdf