P Cards:
- Each receipt must have a budget number. If you use your card but charge someone else’s budget, they must sign for approval. (Megan has stickers to make this easier, let her know if you need some)
- The invoice total must match the total charged to the card.
- Each shipment must have an invoice and a packing list. If no packing list is received, then sign and date the invoice indicating it was received (Megan has stickers to make this easier, let her know if you need some). If the item was picked up locally, then no packing list is required.
- Any invoice over $500.00 must have a supervisor’s signature to approve the amount (Megan has stickers to make this easier, let her know if you need some).
- The goal is to send out emails once a week about receipts that are missing.
Deliveries:
- Admin will not sign for any large/expensive equipment deliveries. Please have someone from your program available when the shipment is scheduled to arrive to sign and take responsibility for checking the condition of the item. If everyone from your program are gone, check with another program to see if they are willing to sign. If no one is here to sign and you didn’t delegate anyone, the shipment will be refused and sent back to the shipper.
- If you are expecting something, let us know where you will be so it’s easier for us to track you down.
Guests:
- If you are expecting any guests, and you will be somewhere other than your office, please let us know where we can find you.
- Please plan to meet your guest in the lobby and escort them to your meeting location, as well as escort them out. We don’t want people wondering the halls for obviously safety and privacy reasons.
Travel
- TA’s need to be filled out at least 7 business days prior to travel. If you plan on taking several trips to the same place, you can complete a Blanket TA to cover all those trips. See Megan if you have any questions.
- The Enterprise rental car account through WSU isn’t working right now. If you are planning a trip, please check with me before you try to use the account.
- Personal travel added to WSU business travel is allowed as long as you: indicate your intent on your TA, provide a detailed explanation on your TEV about what time is personal, which is indicated as “out of travel status”, and that the expenses claimed for reimbursement on the TEV are not increased due to the personal time. If they are more, you are personally responsible for the difference.
- If you plan to be unavailable to access e-forms to sign TEV’s, you can request that your account be suspended so that no attempts can be made to send you forms while you are out. Once you return, you simply log into e-forms and your account is automatically reactivated. See Megan for more information.