CMU Business Credit Card Training

1. CMU Business Credit Card Training

2. 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.

3. Expense Categories • Expenses typically fall into 3 categories: • Supplies • Travel • Entertainment

4. 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.

5. 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

6. 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.

7. 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.

8. CMU Business Credit Card • The ship to address and the billing address must be the same • It is the cardholder’s 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

9. 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

10. Business Travel ExpensesWhat’s 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

11. 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

12. Business Entertainment ExpensesWhat’s 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 employee’s 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.

13. Business Entertainment ExpensesWhat’s 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.

14. Business Entertainment ExpensesWhat’s 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.

15. General Business ExpensesWhat’s 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

16. 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/travel/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

17. General Business ExpensesWhat’s 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.

18. 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_Review_Process.pdf • A “contracting authority search” is available on Contracting and Purchasing Services website at: http://www.purchasing.cmich.edu

19. 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

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