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The Susquehanna University Travel Policy outlines the policy on paying travel and related expenses for employees traveling on official University business. The Susquehanna University Credit Card Program with JPMorgan Chase is offered to University employees for business related expenses. This program provides university personnel with the ability to aquire goods and services on behalf of the university with an additional tool to expedite their purchasing and travel needs. JP Morgan Chase Commercial Credit Card User Manual(pdf) Check Requests: Journal entries are used to document the transfer of monies from one account to another. Journal entries require the account numbers and subcodes for the receiving account and the transferring account. After this form is completed and all faculty or administrative clearance is granted, please send to Barbara Dennen. Journal entries are reflected on month end and year end reports. Requests for travel advances and for travel reimbursement must be signed by the recipient’s department head, person immediately responsible for the budget area, or senior officer of the division. Requests for advances are paid through the accounts payable office by check. Please return all unused travel advance funds to the accounts payable office within fifteen (15) days of the completion of a trip. The completed travel report and the appropriate accounting should accompany the funds. To be reimbursed for travel expenses, travel expense reports must be presented to accounts payable. Supporting documentation, e.g., receipts, must accompany the report. Receipts are required for all transactions of $25.00 or more, but requesting and keeping receipts for all transactions is recommended. Travel Check Request Form(pdf) Susquehanna University’s fiscal year ends on June 30. Invoices due prior to June 30 for goods or services related to the upcoming fiscal year will be paid as requested and charged to the prepaid expense account. Your department budget will be charged in July. This includes, but is not limited to, advertising, service contracts, subscriptions, and membership dues. Materials or services received prior to June 30, with an invoice dated in July, will be charged to June. Orders placed prior to fiscal year end, with merchandise received after June 30, will be charged to the new fiscal year. To purchase items of $1,000 or more through university accounts, you must first fill out a purchase order to identify items to be purchased and which account(s) to charge. The completed purchase order should be sent to Stephanie McKinney for verification of available budget, and final approval by the Director of Finance. Upon receipt of the approved P.O., the order can be placed and any resulting invoices should be sent to Stephanie McKinney. Email to request Purchase Orders All purchases made for the university are exempt from sales tax. To make a tax-free purchase, see Stephanie McKinney for a copy of the tax-exempt certificate held by the university. |
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