NON-EMPLOYEE TRAVEL

Departments must inform each individual of established University business meal limits (See the BPM, Chapter 5, subsection 5A.15.05, Business Meals), including charges that are not allowed, such as liquor, entertainment, or other personal charges.

5A.30.05

Direct Bill of Non-Employee Travel Expenses

At the discretion of the department, all Non-Employee Travel Expenses (except rental car) may be billed to Accounts Payable, MSC 3FO, by entering a Purchase Requisition (PR) for each vendor which will submit an invoice.

When entering a requisition into PR, enter the traveler's name and dates of travel in the description field of the Purchase Requisition's first line item. The requisition should be coded with an established 768XX expenditure account.

Car Rental
For liability insurance reasons, rental car transactions may not be direct billed to NMSU. The non-employee must pay for rental car expenses and submit for reimbursement.

5A.30.10

Reimbursement of Non-Employee Travel Expenses

Requests for Reimbursement of Non-Employee Travel Expenses must be submitted on a Direct Pay Request form.

Interviewees
Excluding meals and miscellaneous expenses, valid receipts are required for all expenses for which reimbursement is requested. Meals and miscellaneous expenses will be reimbursed upon submission of a summary invoice itemizing such expenses or valid receipts.

Expenses incurred by or on behalf of the spouses/domestic partners of non-employees receiving reimbursement from the University, such as interviewees or speakers, are similarly eligible for payment from University funds, if fully approved according to routine University procedures.

Other Non-employees
Individuals will be reimbursed upon submission of valid receipts or a Summary Invoice itemizing travel expenses.

Invoices itemizing expenses cannot exceed actual rates. Supporting documents should be attached to the Direct Pay Request and forwarded to Financial Operations. The payee must sign all Direct Pay Requests. Per Diem in lieu of actual expenses will be paid only as allowed by external funding requirements.

5A.35

MOVING EXPENSES

Reimbursable Expenses
Reasonable expenses may include the following:

• Commercial moving company
• Charges for packing, crating, mailing and/or shipping household goods, and other miscellaneous packing supplies
• Travel and lodging for one trip (employee and family) from the old residence to the new residence. Standard mileage rate effective January 1, 2008 is $0.27

Non-Qualified Reimbursable Expenses
Reasonable non-qualified expenses may include the following:

• Costs of meals at any point in the relocation process
• House or apartment hunting expenses
• Travel and lodging costs incurred during additional trips from the old residence to the new residence

Payment to a commercial moving company for the shipping of household goods may be direct billed through FP or paid by the employee and reimbursed. All other moving expenses should be processed following the employee's hire by submitting a Reimbursement Voucher. Receipts are required as supporting documentation for all expenses, except for any mileage claimed using the standard mileage rate. Also, a copy of the E-Hire or memo with the appropriate Personnel Department and Provost approvals indicating maximum moving expense dollar amount must be submitted. All moving reimbursements will be processed through Accounts Payable. All qualified (taxable) expenses will be added to taxable wages through Payroll in accordance with IRS regulations.

NOTE: Brochures providing additional guidelines for Moving Expense Reimbursements are available by contacting Financial Operations at 646-1189 or from the website at: http://www.nmsu.edu/~travel.

5A.40

PURCHASE ORDER DISBURSEMENTS

Delivery of Goods or Services
Upon delivery of goods or services, vendors will submit invoices to Accounts Payable, MSC 3AP. Payments are initiated by Accounts Payable upon receipt of an invoice from the vendor. All vendor invoices must reference the Purchase Order number, not the requisition.

Receiving information
For those Purchase Orders that require the department to enter receiving information (Chapter 4, subsection 4.35.15), receipt of goods is indicated by on-line entry by the ordering department. The entry of receiving information by the ordering department constitutes the authorization for payment.

NOTE: Ordering departments should not enter receiving information into the Finance System (FIN) if disputes with a vendor exist, quality of goods or services is not acceptable, or other circumstances prevent authorization of payment. It is the responsibility of the ordering department to notify Financial Purchasing or Accounts Payable if this occurs. Payments are generated on the invoice due date, when the receiving and invoicing data agree to Purchase Order (PO) data.

For specific information regarding requisitioning, receiving, and payment processes, please refer to the PR Training Guide, available through CPO at 646-2916. To schedule Finance or PR training, please contact Financial Systems Administration at 646-3746.

5A.40.05

Purchase Order Processing Types

Three-way match requires PO quantities, invoice quantities, and receiving quantities to agree before payments are processed. A three-way match is required on a Purchase Order for goods equal to or greater than $1,000. The ordering department is required to enter receiving on all POs greater than $1,000 except if goods are shipped to Central Receiving.

Two-way match requires PO quantities and invoice quantities to agree before payments are processed. Receiving information is not required.

5A.45

REFUND OF EMPLOYEE TUITION REIMBURSEMENT

Tuition and fees for courses taken at the main or any branch campus of NMSU by University employees will receive the following treatment:

• In general, credit courses should be paid for through the Tuition Waiver Program. Direct reimbursement of employees is allowed only when the course is considered appropriate for employees in the conduct of their assignments and is over and above the minimum tuition waiver amount. Written justification documenting the employment-related requirements of the course should accompany all reimbursement or payment requests, for Dean/Director review and approval.
  
• All non-credit courses, such as non-traditional courses at the Dona Ana Branch, are not eligible for the waiver program and are not generally approved for reimbursement. Written justification documenting the employment-related requirements of the course should accompany all reimbursement or payment requests, for Dean/Director review and approval.
  
• All training offered by University departments outside the course catalog structure, such as computer skills classes offered by Information and Communication Technologies (ICT), should be billed directly to departments on Interdepartmental Vouchers. Employees should not be directly reimbursed for these classes.
  
• Tuition and fee reimbursements for courses not provided by NMSU must be justified in writing by the Dean/Director and are subject to administrative approval. The course must be specifically necessary for performing job responsibilities.