Business Office

Faculty and Staff Resources

Travel

Requirements for Prior Approval

Travelers must prepare a Prior Approval for overnight travel expected to exceed $1,000 (this is a change from the previous threshold of $500). The other requirements, such as more than three people attending the same event, lodging over state limit, lodging other than hotel/motel and international travel remain the same.

Mileage rate

For distances up to 200 miles, employees can be reimbursed at the IRS rate of $0.575 per mile. For distances greater than 200 miles, a cost-benefit analysis must be completed before the trip and included with the reimbursement. The employee should visit the Office of Fleet Management Services website (at least 24 hours in advance of the trip) and use the trip calculator in the Enterprise rental car section, to determine the cost for the trip. If cost-beneficial, the employee can be reimbursed at the IRS rate.

Examples of other factors that can be considered in the cost-benefit analysis are:

  • Distance to the nearest Enterprise location and the hours of operation
  • Administrative time required to obtain the Enterprise rental car
  • The type of vehicle required and the number of travelers

In emergency or rare cases, the IRS mileage rate may be reimbursed when the use of a personal vehicle is not considered cost-beneficial to the state. The president’s designee must approve the reimbursement in advance of the travel event, when practical, and this approval must be included with the travel voucher.

Unused hotel room

In an emergency or unavoidable situation the president’s designee may approve reimbursement as long as every reasonable effort was made to recoup or avoid the cost of the room.

Faculty and administrative staff must prepare an estimate of the total cost of any proposed travel on a Prior Approval to Travel Form if any of the following apply:

  • Proposed overnight travel is expected to exceed $1,000
  • More than three individuals will attend the event (daily and overnight travel)
  • Lodging expense is up to 50 percent over the state lodging rate
  • Lodging other than hotel or motel (e.g., apartment)
  • International travel

Total cost includes lodging, meals, transportation, conference registration, course fees and any other travel costs. Costs of the trip that may be direct-billed must also be included in the cost estimate. University funds must not be committed before the Prior Approval to Travel Form has been approved. Please see Per Diem Rates below for current rates.

If an agency has any agreements with individuals under contract to conduct business with the commonwealth, these expenses should be paid with an Accounting Voucher. When entering into such contracts, agencies should adhere to the dollar limitations outlined in this section or clearly document the business case for any deviations. If there is no contractual agreement specific to travel and travel expenses (hotel, air fare, meals, mileage, etc.) are incurred, the dollar limitations and documentation requirements outlined in this section are applicable.

Paperwork

The Prior Approval to Travel Form, when required, must be completed and signed before expenses are incurred and before the first day of travel.

Transportation

  • CNU business travel vehicle arrangements are made through Parking and Transportation Services. Vehicles are provided by Enterprise Rent-A-Car under state contract rates.
  • Enterprise Rent-A-Car contract rates are only available for business travel; reservation bookings must be made through the Parking and Transportation Services. Please write the reservation number on your Prior Approval to Travel Form and send a copy to Accounts Payable.
  • With the use of an Enterprise rental car or university-owned van, faculty and staff are provided a Voyager Fuel Card. This fuel card enables faculty and staff to purchase fuel at a substantially reduced price.
  • For information concerning the use of an Enterprise rental and/or university-owned van, vehicle rate quote and/or reservations, visit Parking and Transportation Services or dial extension 4–8421.

Lodging costs for your guest(s) can be direct-billed by any of the approved hotels from the list below.

Please complete and submit the Direct Bill Approval Form for Guests (see below) prior to your guest’s arrival.

Candlewood Suites of Newport News
329 Commonwealth Drive
Yorktown, VA 23693
Phone: (757) 952-1120
Fax: (757) 952-1121
Notes: Ask for CNU rate ($93 + tax)

Holiday Inn Express - Hampton Coliseum Central
1813 W. Mercury Boulevard
Hampton, VA 23666
Phone: (757) 838-8484
Fax: (757) 826-0725
Notes: Complimentary breakfast; ask for CNU rate

Comfort Inn - Patrick Henry Mall
12330 Jefferson Avenue
Newport News, VA 23602
Phone: (757) 249-0200
Fax: (757) 249-4736
Notes: Includes complimentary hot deluxe breakfast. Complimentary shuttle to airport and CNU.

Holiday Inn Express Hotel & Suites
943 J. Clyde Morris Boulevard
Newport News, VA 23601
Phone: (757) 596-6417
Fax: (757) 596-6199
Notes: Breakfast included; Free parking; Free Wi-fi

Holiday Inn Newport News City Center
980 Omni Boulevard, Newport News, VA
Phone: (757) 223-2110
Fax: (757) 223-2114
Notes: Offers direct billing for CNU

Comfort Suites Airport
12570 Jefferson Avenue
Newport News, VA 23602
Phone: (757) 947-1333
Fax: (757) 947-1330

Jameson Inn & Suites
21 Old Oyster Point Road
Newport News, VA 23602
Phone: (757) 951-1177
Fax: (757) 951-1178
Email: newportnews.va@jamesoninn.com
Notes: Offers discounted rate for parents, students and CNU employees; Free breakfast

Courtyard Marriott - Courtyard Newport News Airport
530 St. Johns Road
Newport News, VA 23602
Phone: (757) 842-6212
Fax: (757) 213-0118

The Lodge at Kiln Creek
1003 Brick Kiln Boulevard
Newport News, VA 23602
Phone: (757) 874-2600
Fax (757) 874-3087
Notes: Resort/Boutique Hotel; Golf Course; Mobile Key; Free high-speed Wi-Fi; Free Parking; 10% Discount of Best Available Rate

Courtyard Marriott - Courtyard Newport News Yorktown
105 Cybernetics Way
Yorktown, VA 23693 (Kiln Creek)
Phone: (757) 874-9000
Fax: (757) 874-6200
Notes: Free shuttle to/from NN-Williamsburg Airport

Newport News Marriott at City Center
740 Town Center Drive
Newport News, VA 23606
Phone: (757) 873-9299
Fax (757) 873-9298

Days Inn - Oyster Point
11829 Fishing Point Drive
Newport News, VA 23606
Phone: (757) 873-6700
Fax: (757) 873-3755
Notes: Complimentary continental breakfast

Omni Richmond Hotel
100 South 12th Street
Richmond, VA 23219
Phone: (804) 344-7000
Fax (804) 344-7256

Hilton Richmond Downtown
501 E Broad Street
Richmond, VA 23219
Phone: (804) 344-4300
Fax: (804) 344-4375
Notes: Valet parking; Complimentary shuttle

Richmond Marriott
500 East Broad Street
Richmond, VA 23219
Phone: (804) 643-3400
Fax (804) 649-3725

Please review in-state, out-of-state and international per diem rates before completing your Prior Approval to Travel Form.

Travel Within the Continental U.S.

  • The General Services Administration (GSA) sets the rates. Please use the search criteria on the GSA website to obtain the rate for your lodging destination. The standard rate applies if a location is not listed. The lodging rate does not include taxes or fees charged by the hotel.
  • The lodging rate for Newport News is $96 plus tax. Meal limits:
    • Breakfast: $13, Lunch: $14, Dinner: $23

International Travel

  • The Department of State sets the rates. If a specific city is not listed, use the “Other” rate shown for that country. The lodging rate includes taxes charged by the hotel. The M&IE portion of the maximum per diem rate covers the cost of meals and incidental expenses.
  • U.S. Department of State website: https://aoprals.state.gov/content.asp?content_id=184&menu_id=9

Travel to Other U.S. Territories

  • The Department of Defense sets the rates.
  • Please contact Andrea Moore at amoore@cnu.edu if you have questions.

Fill out a travel reimbursement voucher to be reimbursed after your travel. Each day must be listed separately.

If you have questions or need additional information, please contact:

Andrea Moore
Manager, General Accounting/Accounts Payable
amoore@cnu.edu
(757) 594-7214

Financial

The Code of Virginia Prompt Payment Act requires vendors be paid within 30 days after receipt of an itemized invoice or 30 days after receipt of the goods or services, whichever is later.

The university is required to achieve a compliance rate of at least 95 percent to meet state management standards.

What you can buy:

  • Your Small Purchase Credit Card (SPCC) must be used for official CNU business purchases only.
  • You may never use your card for personal expenditures, for cash advances or to obtain “store credit.”
  • You may not use the card to purchase restricted items.
  • You may not use the card to purchase commodities marked as restricted for the card on the Goods & Services Procurement Guide.
  • Resident assistants may only purchase from a list of approved vendors.

Small Purchase Reconciliation

The Monthly Certification and Monthly Purchase Log are due to the Business Office the first workday of the month, along with the original receipts for each item purchased in the billing cycle.

It is the cardholder’s responsibility to ensure vendors have not charged tax on purchases. If tax has been charged, the cardholder must contact vendors to request a credit of the tax amount.

For more information about SPCCs, please contact the Office of Procurement.

Fixed Assets / Inventory

Contact Ellis Woodruff at (757) 594–8858 or via email at ewoodruf@cnu.edu with any questions.

Fixed asset accounting includes the following:

  • Acquisition of property
  • Transfer of property
  • Departmental inventory
  • Surplus of property

Please see the capital asset policy for detailed information.

Fixed assets include land, land improvements, infrastructure, buildings, building improvements, construction in progress, furniture and equipment, software, library books, works of art and historical treasures.

  • Assets can be purchased by placing an eVA order. Please see Office of Procurement Policies, and then paid for by credit card, if under $5,000, or with a University check, if over $5,000.
  • If an asset is donated to the university, please complete the donation form.
  • To transfer an asset from one department to another, please fill out an equipment transfer form.
  • If equipment will be on loan to an individual, please complete the equipment relocation form.
  • If equipment will be on loan for a long-term period off campus, please complete the long term off-campus relocation form.

A fixed asset inventory is required to be done by each department every year. Inventory procedures include:

  • A listing of fixed assets will be sent to each department for verification of their inventory each year.
  • The department should check off that each item listed on their inventory is accounted for.
  • The inventory work sheet should be used for any items that were transferred, sold or surplussed.
  • Any items that are reported on the inventory worksheet as missing, lost or stolen will be researched by the business office.
    • The business office will file a police report for the missing items.
  • If during the inventory it is determined that an asset is impaired, please complete the impairment of asset form.
  • Be sure to use the intangible assets form to inform the business office of any intangible assets.
  • The department manager must sign off on the inventory once it is complete and forward it on to the business office.
  • If during the inventory it is determined that an Asset Retirement Obligation (ARO) exists please complete the Asset Retirement Obligations Form.

If a fixed asset needs to be disposed of, a non-IT surplus property disposition request form should be filled out and submitted to the warehouse. The warehouse will then schedule the item to be picked up.

Surplus of technology (computers, hard drives, flash drives, copiers, printers, etc.) is handled by IT Services via their Landesk software system.

Miscellaneous

  • Dining, catering, and room rentals contracts/invoices are sent to the business office.
  • Internal contracts are reviewed for accuracy and forwarded to the department with a copy of the banquet and catering contract form and instruction sheet. External contracts are mailed to the customer.
  • The department completes the banquet and catering contract form and returns it the business office for payment.
  • Contact Barbara Thayer, auxiliary receivable coordinator, at (757) 594–7330 or via email at bthayer@cnu.edu.

The Office of Sponsored Programs governs grant applications and management. All funds received for sponsored programs are under the fiscal control of the Business Office. These funds must be receipted in accordance with university policy, as well as state, federal and sponsored program regulations (including the federal Office of Management and Budget).

Contact Ellis Woodruff, grant manager, at (757) 594–8858 or via email at ewoodruff@cnu.edu.

An Individual Services Contract and W–9 are required for all individuals contracting with the University. Contact Andrea Moore at 4–7214 or amoore@cnu.edu for more information.

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